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Learn - Notify Users when enrolled on a Course

Matt Troy
Updated

In this article, we'll show how to notify Users when they are enrolled on any Course.

The term 'enrolled' means 'assigned'. So this applies if a User is assigned a Course as mandatory learning, and also if the User self-selects a Course from a Catalogue. Sending a notification for enrolment can help raise completion rates, and boost compliance rates across the organisation.

A few things to know about the 'notify on Course enrolment' setting:

Many customers use the 'notify' option for specific Courses only, where it really matters that your people are notified. For example, specific mandatory Courses only.

If applied to ALL courses, this would likely generate a large number of emails. 

 

 

We'll cover:

Steps to notify Users when enrolled on any Course

  1. In Learn admin, browse to settings:Settingsv2.png
  2. Select 'Email' from the administration menu, and scroll to the end of the page:LEARN_Settings_email.png
  3. Check the box 'Notify a User when enrolled on a Course'. Note that this will send a notification for ALL Course enrolments, both mandatory and optional:LEARN_Settings_email_NotiyOnEnrol.png

Steps to notify Users when enrolled on a specific Course

  1. In Learn admin, browse to settings:Settingsv2.png
  2. Select 'Email' from the administration menu, and scroll to the end of the page: LEARN_Settings_email.pngNote the checkbox 'Notify a User when they are enrolled on a Course'. If this is currently selected, then Users will be notified for EVERY Course on which they are enrolled. We'll return to this checkbox at step 6
  3. Select 'Templates'
  4. Disable the email templates:
    - CourseAssignment' (sent when a User self-selects a Course)
    - CourseAssignmentNoApproval (sent when a User is assigned a mandatory Course)
    The global email templates are now switched off
  5. Select 'Email' from the administration menu, and scroll to the end of the page
  6. Select the checkbox 'Notify a User when they are enrolled on a Course'. Ordinarily, this would configure Learn to send notifications for EVERY Course on which they are enrolled. However, this will not happen because the global 'enrolment' notifications were disabled in step 4:LEARN_Settings_email_NotiyOnEnrol.png
  7. Select Submit to save the changes
  8. Browse to a Course for which you would like to send enrolment notifications. Now, you can activate a version of the global templates specific to the selected Course. Follow the steps described in customise an email template to see how.
    • To configure a notification when any User is assigned a Course, create a version of the CourseAssignmentNoApproval' template
    • To configure a notification when any User self-selects a Course, create a version of the CourseAssignment template

Steps to notify Users when enrolled on mandatory Courses only

The checkbox 'Notify a User when enrolled on a Course' would normally send a notification for ALL Course enrolments - both mandatory and optional.

However, this also requires that the email templates for mandatory and optional Course enrolments are enabled:

  • CourseAssignment' (sent when a User self-selects a Course)
  • CourseAssignmentNoApproval (sent when a User is assigned a mandatory Course)

Therefore, if the 'Notify a User' checkbox is selected, and the CourseAssignment email template is switched off (for optional enrolments), then notifications will be sent only for mandatory enrolments.  

In summary:

  1. Unenable the CourseAssignment email template
  2. Follow the steps to notify Users when enrolled on any Course

FAQ

Q: If a user is removed from a group (resulting in the Course being unassigned) but is reassigned to the same course the following day through membership in a different Group, and they have not interacted with the Course yet, would they receive the CourseAssignmentNoApproval email again?

A: Users will receive a new notification email if they have not started any of the Lessons and more than 24 hours have passed since they were unenrolled and then re-enrolled. However, if Users have interacted with or started any Lessons in the Course, they will not receive the notification.

Ask the Community🤝

Want to connect with peers and hear how they manage notifications? Our customer Community is a great place to get quick, relatable advice - so jump in, ask your question, and learn from the wider customer Community. 

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