Learn - Email templates: content, triggers, and variables

In this article we'll list all the email templates available in Learn LMS, along with detail about how, when and from which email address the email is sent. If you're new to email templates, take a look at Notifications and messages 101 for the big picture.

We'll cover

• Email notification timing and delivery
• Plan out and edit the templates you need
• Templates by system area

Email notification timing and delivery

All notifications are sent during the working day (9:00 AM–6:00 PM UK), supporting “right to switch off” principles by avoiding overnight notifications. Time-sensitive events such as enrolment approvals and course recommendations are delivered immediately, whereas other emails are sent during business hours. 

For more information, including detail of how Course enrolment notifications are triggered and sent, view Email notification timing and delivery.

Plan out and edit the templates you need 

At the end of this article, we've attached a spreadsheet summarising all of the available templates in Learn LMS, including what emails are sent, how they are triggered, and when they are sent. Use this to  document the notifications you'd like to keep, and which will be switched off.

Templates by system area

Email templates are categorised by system area: 

• Course
• Lesson
• Event
• User-generated content
• Competency Checks
• Accreditations
• CPD
• Evaluations
• Discussion threads
• Manager
• Skills

Note that all emails are sent from the default email address. 

Course email templates (summary)

Summary of Course email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
CheckExpiry	9AM-6PM UK time	Sent to users to remind them about an approaching course expiry date.
CourseAssignment	9AM-6PM UK time	Sent when a User chooses a course from a Catalogue, or when an Administrator assigns a Course directly to a specific User. Note that if a Course is assigned to a User through membership of a Group, then the template CourseAssignmentNoApproval will be sent
CourseAssignmentNoApproval	9AM-6PM UK time	Sent to a User when assigned a Course through membership of a Group.
CourseDeadlineManager	9AM-6PM UK time	Sent to a manager or a course tutor to notify them that a user has not completed a course within the deadline.
CourseDeadlineUser	9AM-6PM UK time	Sent to users to remind them about an approaching course deadline
CourseEnrolment	9AM-6PM UK time	Sent to a user to inform them that a User has requested a course for which their approval is required
CourseEnrolmentApproved	Instant	Sent to a user to confirm their course request has been approved.
CourseEnrolmentDenied	Instant	Sent to a user when a course request is denied.
CourseEnrolmentStageApproved	Instant	When two-stage Course authorisation is configured. Sent to a user to confirm that their course request has been approved at the first stage and is now waiting for approval at the second stage.
RateCourseAfterEvent	Instant	Learn requires that Users rate a course on a 5-star scale when all Lessons are completed. If the last Lesson to be completed is Instructor-led then once a User is marked as attended this email is triggered. If the last Lesson to be completed is eLearning type, then the User will be immediately prompted to rate the Course.
RateCourseAfterCompetencyCheck	Instant	Sent when a Competency Check Lesson is the last to be completed as part of a Course
CourseRecommendation	Instant	Sent to a User when a Course is recommended to them

Course email templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

CheckExpiry
Subject line	You need to complete {3} by {1}
Trigger	Sent to users to remind them about an approaching course expiry date.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Courses can be configured to expire. If not complete by a specific date, or after a set time period then the Course will cease to be available. To configure course availability: Browse to a Course Select Availability from the Course Administration menu:
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {0} = Time Course expires {1} = Date Course expires {3} = Course title {4} = Course Description
Optional variables	{2} = Course code

CourseAssignment
Subject line	{5} has been assigned to you
Trigger	Sent when a User chooses a course from a Catalogue, or when an Administrator assigns a Course directly to a specific User. (Note that if a Course is assigned to a User through membership of a Group, then the template CourseAssignmentNoApproval will be sent)
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to Settings Select Email from the Settings Administration menu Check/uncheck the 'Notify Users on Course enrolment...' checkbox: Select Submit to save View Notify Users when enrolled on a Course to find out more about this setting.
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {0} = First name of the approver {1} = Last name of the approver {2} = Date and time of the course deadline (does not appear if no deadline) {5} = Course title
Optional variables	{3} = Date and time the course expires (does not appear if no expiry date) {4} = Course code {6} = Course description

CourseAssignmentNoApproval
Subject line	{3} has been assigned to you
Trigger	Sent to a User when assigned a Course through membership of a Group.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to Settings Select Email from the Settings Administration menu Check/uncheck the 'Notify Users on Course enrolment...' checkbox: Select Submit to save View Notify Users when enrolled on a Course to find out more about this setting.
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {0} = Date and time of the course deadline (does not appear if no deadline) {3} = Course title
Optional variables	{1} = Date and time the course expires (does not appear if no expiry date) {2} = Course code {4} = Course description

CourseDeadlineManager
Subject line	{0} {1} hasn’t completed {5}.
Trigger	Sent to a manager or a course tutor to advise them that a user has not completed a course within the deadline.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to a Course Select Deadline: Configure as required Note that different notification schedules can be configured for Managers and Course Tutors if required.
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {0} = First name of the user {1} = Last name of the user {2} = Time of the deadline {3} = Date of the deadline {5} = Course title
Optional variables	{4} = Course code {6} = Course description

CourseDeadlineUser
Subject line	You have to do {3} by {1}
Trigger	Sent to users to remind them about an approaching course deadline
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to a Course Select Deadline: Configure as required Note that different notification schedules can be configured for Managers and Course Tutors if required.
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {0} = Time of the deadline {1} = Date of the deadline {3} = Course title
Optional variables	{2} = Course code {4} = Course description

CourseEnrolment
Subject line	{0} {1} has asked for approval to go on {3}
Trigger	Sent to a Course authoriser to advise that a User has requested a course for which their approval is required
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	To configure Course approval: Browse to a Course Make a selection in the Enrolment method drop-down menu:
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {0} = First name of the user that made the request {1} = Last name of the user that made the request {3} = Course title
Optional variables	{2} = Course code {4} = Course description {5} = Course cost

CourseEnrolmentApproved
Subject line	Good news! Your training request has been approved
Trigger	Sent to a user to when their course request has been approved.
When sent	Instant
Customise at object level	Yes
Where configured	To configure Course approval: Browse to a Course Make a selection in the Enrolment method drop-down menu:
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {1} = Course title
Optional variables	{0} = Course code

CourseEnrolmentDenied
Subject line	Your training request has been denied
Trigger	Sent to a user when their course request has been denied.
When sent	Instant
Customise at object level	Yes
Where configured	To configure Course approval: Browse to a Course Make a selection in the Enrolment method drop-down menu:
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {1} = Course title
Optional variables	{0} = Course code

CourseEnrolmentStageApproved
Subject line	An update on your training request
Trigger	When two-stage Course authorisation is configured. Sent to a user to confirm that their course request has been approved at the first stage and is now waiting for approval at the second stage.
When sent	Instant
Customise at object level	Yes
Where configured	To configure Course approval: Browse to a Course Make a selection in the Enrolment method drop-down menu:
Comments /recommendations	Try to use the default template if possible
Included variables	{ContextType} = Vocabulary term for “Course” {1} = Course title {2} = Level 1 approver type (manager, tutor, budget authoriser) {3} = Level 2 approver type (manager, tutor, budget authoriser)
Optional variables	{0} = Course code

RateCourseAfterEvent
Subject line	How was {0}?
Trigger	Learn requires that Users rate a course on a 5-star scale when all assigned Lessons are complete. If the last Lesson to be completed is a Competency Check or eLearning type, then the User will be immediately prompted to rate the Course. If the last Lesson to be completed is Instructor-led, then the RateCourseAfterEvent email is triggered when a User is marked as attended for the Event.
When sent	Instant
Customise at object level	No
Included variables	[ContextTypeLower} = Course Title {0} = Course Title {1} = Lesson title
Optional variables	NA

RateCourseAfterCompetencyCheck
Subject line	How was {0}?
Trigger	Learn requires that Users rate a course on a 5-star scale when all assigned Lessons are complete. This notification is sent when a Competency Check Lesson is the last to be completed as part of a Course
When sent	Instant
Customise at object level	No
Included variables	{ContextTypeLower} = Vocabulary term for “Course” {0} = Competency Check Title {1} = Course Title
Optional variables	NA

CourseRecommendation
Subject line	You have received a course recommendation {0}
Trigger	Sent to a User when a Course is recommended to them
When sent	Instantly
Customise at object level	No
Included variables	{ContextTypeLower} = Vocabulary term for “Course” {0} = Course title {1} = Person who recommended the Course {3} = Reason/comment entered by the person recommending the Course
Optional variables	NA

 

Lesson templates (summary) 

Summary of Lesson email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
LessonCompleteUser	9AM-6PM UK time	Sent to a user when they successfully complete a lesson.
LessonCompleteManager	9AM-6PM UK time	Sent to a manager when a team member successfully completes a lesson.
LessonFailedUser	9AM-6PM UK time	Sent to a user when they fail to achieve the required score for a lesson.
LessonFailedManager	9AM-6PM UK time	Sent to a manager when a team member fails to achieve the required score for a lesson.
LessonLaunchesUnlockedManager	Instant	Sent to a Users Manager to notify when a previously locked Lesson is available
LessonLaunchesUnlockedUser	Instant	Sent to a User to notify when a previously locked Lesson is available
MaximumLaunchesReachedManager	Instant	Sent to a Manager when a team member reaches the maximum specified launches for an eLearning Lessons

 

Lesson  templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

LessonCompleteUser
Subject line	Congratulations! You’ve passed {1}
Trigger	Sent to a user when they successfully complete a lesson.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to a Lesson Select Notification from the Lesson Administration menu Configure User notification as required
Comments /recommendations	Typically used in very specific circumstances. It is therefore likely that this template will be customised for specific Lessons
Included variables	{ContextType} = Vocabulary term for “Lesson” {1} = Lesson title
Optional variables	{0} = Lesson code {2} = Lesson description

LessonCompleteManager
Subject line	Great news! {0} {1) has passed {3}
Trigger	Sent to a manager when a team member successfully completes a lesson.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to a Lesson Select Notification from the Lesson Administration menu Configure Manager notification as required
Comments /recommendations	Typically used in very specific circumstances. It is therefore likely that this template will be customised for specific Lessons
Included variables	ContextType} = Vocabulary term for “Lesson” {0} = First name of the user {1} = Last name of the user {3} = Lesson title
Optional variables	{2} = Lesson code {4} = Lesson description

LessonFailedUser
Subject line	You haven’t passed {1}
Trigger	Sent to a user when they fail to achieve the required score for a lesson.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to a Lesson Select Notification from the Lesson Administration menu Configure User notification as required
Comments /recommendations	Typically used in very specific circumstances. It is therefore likely that this template will be customised for specific Lessons
Included variables	{ContextType} = Vocabulary term for “Lesson” {0} = Lesson code {1} = Lesson title {2} = Lesson description
Optional variables	{1} = Lesson title

LessonFailedManager
Subject line	{0} {1} hasn’t passed {3}
Trigger	Sent to a manager when a team member fails to achieve the required score for a lesson.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to a Lesson Select Notification from the Lesson Administration menu Configure Manager notification as required
Comments /recommendations	Typically used in very specific circumstances. It is therefore likely that this template will be customised for specific Lessons
Included variables	ContextType} = Vocabulary term for “Lesson” {0} = First name of the user {1} = Last name of the user {3} = Lesson title
Optional variables	{2} = Lesson code {4} = Lesson description

LessonLaunchesUnlockedManager
Subject line	{0} {1}'s eLearning lesson {2} has been unlocked.
Trigger	Sent to a Users Manager to notify when a previously locked Lesson is available
When sent	Instantly
Customise at object level	Yes
Where configured	To configure max launches: Browse to an eLearning Lesson Select eLearning setup Select Set a maximum number of times..:
Included variables	{0} = First name of the user {1} = Last name of the user {2} = Lesson title {3} = Number of launch(es) remaining. {4} = Team name (specified in Settings | Vocabulary)
Optional variables	NA

LessonLaunchesUnlockedUser
Subject line	Your eLearning lesson {2} has been unlocked.
Trigger	Sent to a User to notify when a previously locked Lesson is available
When sent	Instantly
Customise at object level	Yes
Where configured	To configure max launches: Browse to an eLearning Lesson Select eLearning setup Select Set a maximum number of times..:
Included variables	{0} = First name of the user {1} = Last name of the user {2} = Lesson title {3} = Number of launch(es) remaining. {4} = Team name (specified in Settings | Vocabulary)
Optional variables	NA

MaximumLaunchesReachedManager
Subject line	{0} {1} has been locked out of {2}
Trigger	Sent to a Manager when a team member reaches the maximum specified launches for an eLearning Lessons
When sent	Instantly
Customise at object level	Yes
Where configured	To configure max launches: Browse to an eLearning Lesson Select eLearning setup Select Set a maximum number of times..:
Included variables	{0} = First name of the user {1} = Last name of the user {2} = Lesson title {3} = Number of launch(es) remaining. {4} = Team name (specified in Settings | Vocabulary)
Optional variables	NA

 

Event templates (summary)

Summary of Event email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
EventNotifyAvailability	Instant	Sent to users on the waiting list for an event when a space becomes available.
NewEvent	Instant	Sent to users enrolled on a Lesson (the Lesson is part of a Course they have to do or have chosen to do) when a new event is created. Sent only if the User has not already booked an event.
EventBookingStageApproved	Instant	When 2-stage approval is configured for an Event. Sent to advise the User that their request has been approved at the current stage and will be passed on to the next stage in the approval process.
EventBookingWait	Instant	Sent to an event administrator, manager or notification group to advise that a user has added their name to the waiting list for an event.
EventBookingWaitUser	Instant	Sent to a user to confirm they have been placed on the waiting list for an event.
EventDidNotAttendManager	9AM-6PM UK time	Sent to a manager to advise that a team member has been marked as 'Did not attend' or 'Cancelled' for a booked Event.
EventDidNotAttendUser	9AM-6PM UK time	Sent to a User to advise that they have been marked as 'Did not attend' or 'Cancelled' for a booked Event.
EventNotifyList	Instant	Sent to users on the Lesson notification list to advise that that new Events are available for the Lesson.
EventBookingApproved	Instant	Sent to a User to advise that their request to attend an Event has been approved (when Event approval is configured) If a space is available, then the user will be booked and the EventBookingBookedUser notification will be sent.
EventBookingBooked	Instant	Sent to an event administrator, manager or notification group to advise that a user has booked a place on an Event.
EventBookingBookedUser	Instant	Sent to a user to confirm they have booked / or have been booked onto an Event (when exchange integration is not on).
EventBookingBookedUserExchange		Sent to a user to confirm they have booked a place on an event (when exchange integration is on).
EventBookingDenied	Instant	When approval is configured for an Event. Sent to advise the User that their request to attend an Event has been denied.  If approval is denied by the second person in a 2-stage approval process, then a copy of the email is sent to the stage-one approver.
EventBookingRequest	Instant	Sent to the Event Authoriser (the user configured to approve the Event) to advise a User has requested to attend the Event.
DeleteUserEvent	Instant	Sent to Users booked onto an Event which is subsequently cancelled.
CheckEventAttendeeLevels	Instant	Sent to the Event Administrator or to the notification group if an Event is over or under subscribed.
CheckEventsUser	9AM-6PM UK time	Sent to a User to remind them about a forthcoming Event booking.
CheckEventsManager	9AM-6PM UK time	Sent to a Manager to remind them about a Team members forthcoming Event booking.
CancelEvent	9AM-6PM UK time	Sent to the Event Administrator, a Users’ Manager or the notification group when a user cancels their booking for an Event.
CancelUserEvent	Instant	Sent to a User when they cancel their event booking. Note: this notification will not send when Exchange Integration is enabled.
NewInstructorLedTrainingDatesAvailable	Instant	Sent to Manager when dates requested through manager dashboard are added.

Event templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

EventNotifyAvailability
Subject line	Space available on {0}.
Trigger	Sent to users on the waiting list for an event when a space becomes available.
When sent	Instantly
Customise at object level	Yes
Where configured	Browse to an Event Select Booking management from the Event administration menu Select the checkbox Allow Users to join the waiting list: Configure as required
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{ContextType} = Vocabulary term for Event {0} = Lesson title {1} = Start date and time of the Event {2} = End date and time of the Event {3} = Event Location {4} = Lesson code {5} = Lesson title {6} = Lesson description {7} = Event comments
Optional variables	NA

NewEvent
Subject line	There’s a new date available for {4}
Trigger	Sent to users enrolled on a Lesson (the Lesson is part of a Course they have to do or have chosen to do) when a new event is created. Sent only if the User has not already booked an event.
When sent	Instantly
Customise at object level	Yes
Where configured	When creating a new Event, make a selection in the below checkboxes (before you select 'Submit' to create the Event:
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{ContextType} = Vocabulary term for Event {0} = Start date and time of the Event {1} = End date and time of the Event {2} = Event Location {3} = Lesson code {4} = Lesson title
Optional variables	NA

EventBookingStageApproved
Subject line	Your booking request for {6}
Trigger	When 2-stage approval is configured for an Event. Sent to advise the User that their request has been approved at the current stage and will be passed on to the next stage in the approval process.
When sent	Instantly
Customise at object level	Yes
Where configured	This email is triggered when Event approval is configured.
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{ContextType} = Vocabulary term for Event {0} = Role of the approver for the current stage {1} = Role of the approver for the next stage {2} = Event start date and time {3} = Event end date and time {4} = Event location {6} = Lesson title {8} = Comments for the event
Optional variables	{5} = Lesson code {7} = Lesson Description {9} = Cost code {10} = Attendance charge {11} = Non-attendance charge {12} = Attendance rebate

EventBookingWait
Subject line	{0} {1} has been put on the waiting list for {4}
Trigger	Sent to an Event administrator, manager or notification group to advise that a user has been placed onto the waiting list for an event. This may be triggered either by a User selecting ‘Join waiting list’ for an Event, or by an administrator moving a confirmed User to the waiting list for an Event.
When sent	Instantly
Customise at object level	Yes
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{ContextType} = Vocabulary term for Event {0} = First name of the user {2} = Event start date and time {3} = Event end date and time {4} = Event location {5} = Minimum attendee level for the event {6} = Confirmed attendees for the event {7} = Lesson code {8} = Lesson title {10} = Event comments {11} = User’s comments for the booking
Optional variables	{1} = Last name of the user {9} = Lesson description {12} = Cost code {13} = Attendance charge {14} = Non-attendance charge {15} = Attendance rebate {16} = Target username

EventBookingWaitUser
Subject line	You’re on the waiting list for {4}
Trigger	Sent to a user to confirm they have been placed on the waiting list for an event.
When sent	Instantly
Customise at object level	Yes
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{ContextType} = Vocabulary term for “Event” {0} = Event start date and time {1} = Event end date and time {2} = Event location {4} = Lesson title {6} = Event comments {7} = User’s comments for the booking
Optional variables	{3} = Lesson code {5} = Lesson description {8} = Cost code {9} = Attendance charge {10} = Non-attendance charge {11} = Attendance rebate

EventDidNotAttendManager
Subject line	{0} {1} didn’t go to {6}
Trigger	Sent to a manager to advise that a team member has been marked as 'Did not attend' or 'Cancelled' for a booked Event.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to an Event Select Notification from the Event administration menu Select the checkbox Notify the manager if the User does not attend': Select Submit to save
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{ContextType} = Vocabulary term for “Event” {0} = First name of the user that did not attend {1} = Last name of the user that did not attend {2} = Event start date and time {3} = Event end date and time {4} = Event location {6} = Lesson title {7} = Lesson description {10} = Reason for non-attendance
Optional variables	{5} = Lesson code {9} = Attendance comments (entered into the event attendance record) {11} = Cost code {12} = Attendance charge {13} = Non-attendance charge {14} = Attendance rebate {18} = Target username

EventDidNotAttendUser
Subject line	You didn’t go to {4}
Trigger	Sent to a User to advise that they have been marked as 'Did not attend' or 'Cancelled' for a booked Event.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to an Event Select Notification from the Event administration menu Select the checkbox Notify the User if they do not attend': Select Submit to save
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{ContextType} = Vocabulary term for “Event” {0} =Event start date and time {1} = Event end date and time {2} = Event location {4} = Lesson title {8} = Reason for non-attendance
Optional variables	{3} = Lesson code {5} = Lesson description {7} = Attendance comments (entered into the event attendance record) {9} = Cost code {10} = Attendance charge {11} = Non-attendance charge {12} = Attendance rebate

EventNotifyList
Subject line	Good news! New dates are available for {0}
Trigger	When an administrator chooses to advise Users on a Lesson Notification list that Events are available to book. The email will list all available future Event dates.
When sent	Instant
Customise at object level	Yes
Where configured	Browse to an Instructor-led Lesson Select Notify list. This list will show all Users who have added themselves (by selecting ‘Send me dates’ for a Lesson) or who have been added by an administrator Select checkboxes as required Select Notify to send the notification
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{ContextType} = Vocabulary term for “Event” {0} = Lesson title {2} = List of future dates for the lesson, including start date and location.
Optional variables	{1} = Lesson code

EventBookingApproved
Subject line	Event booking approved.
Trigger	Sent to advise a User that their request to attend an Event has been approved (when Event approval is configured) however no spaces are available. If a space is available, then the user will be booked and the EventBookingBookedUser notification will be sent.
When sent	Instant
Customise at object level	Yes
Where configured	This email is triggered when Event approval is configured.
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{2} = Event start date and time {6} = Lesson title
Optional variables	{0} = First name of the user that made the request {1} = Last name of the user that made the request {3} = Event end date and time {4} = Event location {5} = Lesson code {7} = Lesson Description {8} = Comments for the event {9} = Cost code {10} = Attendance charge {11} = Non-attendance charge {12} = Attendance rebate

EventBookingBooked
Subject line	{0} {1} has booked a place on {8}
Trigger	Sent to a User, a Users’ manager, the Event Administrator or to the Notification Group to advise that a user has booked a place on an Event.
When sent	Instant
Customise at object level	Yes
Where configured	Browse to an Event Select Notification from the Event administration menu Select the checkbox Notify the User:
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{0} = First name of the user {1} = Last name of the user {2} = Event start date and time {3} = Event end date and time {4} = Event location {5} = Minimum attendee level for the event {6} = Confirmed attendees for the event {7} = Lesson code {8} = Lesson title {9} = Lesson description {10} = Event comments {11} = User’s comments for the booking
Optional variables	{12} = Cost code {13} = Attendance charge {14} = Non-attendance charge {15} = Attendance rebate {16} = Target username

EventBookingBookedUser
Subject line	You’re booked on to {4} on {0}
Trigger	Sent to a user to confirm they have booked / or have been booked onto an Event (when exchange integration is not on).
When sent	Instant
Customise at object level	Yes
Where configured	Sent automatically when an Event place is booked (this is separate to the EventBookingBooked notification)
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level
Included variables	{0} = Event start date and time {1} = Event end date and time {2} = Event location {4} = Lesson title {6} = Event comments {7} = User’s comments for the booking
Optional variables	{3} = Lesson code {5} = Lesson description {8} = Cost code {9} = Attendance charge {10} = Non-attendance charge {11} = Attendance rebate

EventBookingBookedUserExchange
Subject line	{4}
Trigger	Sent to a user to confirm they have booked a place on an event (when exchange integration is on).
When sent	Instant
Comments /recommendations	This email template will only be available if Exchange integration is enabled
Included variables	{0} = Event start date and time {1} = Event end date and time {2} = Event location {4} = Lesson title {6} = Event comments
Optional variables	{3} = Lesson code {5} = Lesson description {7} = Cost code {8} = Attendance charge {9} = Non-attendance charge {10} = Attendance rebate Note that Global variables cannot be added to this template

EventBookingDenied
Subject line	Your booking request for {6} has been denied
Trigger	When approval is configured for an Event. Sent to advise the User that their request to attend an Event has been denied. If approval is denied by the second person in a 2-stage approval process, then a copy of the email is sent to the stage-one approver.
When sent	Instantly
Customise at object level	Yes
Where configured	This email is triggered when Event approval is configured.
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level.
Included variables	{6} = Lesson title {8} = Comments for the event
Optional variables	{0} = First name of the user that made the request {1} = Last name of the user that made the request {2} = Event start date and time {3} = Event end date and time {4} = Event location {5} = Lesson code {7} = Lesson Description {9} = Cost code {10} = Attendance charge {11} = Non-attendance charge {12} = Attendance rebate {16} = Target username

EventBookingRequest
Subject line	{0} {1} has asked for approval to go on {6}
Trigger	Sent to the Event Authoriser (the user(s) configured to approve the Event) to advise a User has requested to attend the Event.
When sent	Instant
Customise at object level	Yes
Where configured	This email is triggered when Event approval is configured.
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level.
Included variables	{0} = First name of the user that made the request {1} = Last name of the user that made the request {2} = Event start date and time {3} = Event end date and time {4} =Event location {6} = Lesson title {8} = Event Comments
Optional variables	{5} = Lesson code {7} = Lesson Description {9} = Cost code {10} = Attendance charge {11} = Non-attendance charge {12} = Attendance rebate {16} = Target username

DeleteUserEvent
Subject line	{4} has been cancelled
Trigger	Sent to Users booked onto an Event which is subsequently cancelled.
When sent	Instant
Customise at object level	Yes
Where configured	Sent when an Event is cancelled.
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level.
Included variables	{0} = Event start date and time {1} = Event end date and time {2} = Event location {4} = Lesson title {5} = Additional text (entered at the time the event is cancelled)
Optional variables	{3} = Lesson code

CheckEventAttendeeLevels
Subject line	{8} is under or oversubscribed
Trigger	Sent to the Event Administrator or to the notification group if an Event is over or under subscribed.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to an Event Select Notification from the Event administration menu Select the checkbox Notify the administrator and notification group...' Configure as required:
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level.
Included variables	{0} = Event code {1} = Event start date and time {2} = Event end date and time {3} = Event location {4} = Minimum attendee level for the event {5} = Maximum attendee level for the event {6} = Confirmed attendees for the event {7} = Lesson code {8} = Lesson title {9} = Lesson description
Optional variables	NA

CheckEventsUser
Subject line	Your booking for {4} is coming up
Trigger	Sent to a User to remind them about a forthcoming Event booking.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to an Event Select Notification from the Event administration menu Select the checkbox Send a reminder to each attendee': Configure as required Select Submit to save
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level. Note that it is possible to configure the reminder to be sent with, or without a calendar attachment:
Included variables	{0} = Event start date and time {1} = Event end date and time {2} = Event location {4} = Lesson title {6} = Event comments {8} = Attendance charge
Optional variables	{3} = Lesson code {5} = Lesson description {7} = Cost code {9} = Non-attendance charge {10} = Attendance rebate

CheckEventsManager
Subject line	The booking for {6} for {0} {1} is coming up
Trigger	Sent to a Manager to remind them about a Team members forthcoming Event booking.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	Browse to an Event Select Notification from the Event administration menu Select the checkbox Send a reminder to manager': Select Submit to save
Customise at object level	Yes
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level.
Included variables	{0} = First name of user {1} = Last name of user {2} = Event start date and time {3} = Event end date and time {4} = Event location {6} = Lesson Title {8} = Event comments
Optional variables	{5} = Lesson Code {7} = Lesson description {9} = Cost code {10} = Attendance charge {11} = Non-attendance charge {12} = Attendance rebate

CancelEvent
Subject line	{0} {1} has cancelled a booking
Trigger	Sent to the Event Administrator, a Users Manager or the notification group when a user cancels their booking for an Event.
When sent	9AM-6PM UK time
Customise at object level	Yes
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level.
Included variables	{0} = First name of user {1} = Last name of user {3} = Event end date and time {4} = Event location {5} = Minimum attendee level for the event {6} = Confirmed attendees for the event {7} = Lesson code {8} = Lesson title {10} = User comments
Optional variables	{2} = Event start date and time {7} = Lesson code {9} = Lesson description {11} = Cost code {12} = Attendance charge {13} = Non-attendance charge {18} = Target username

CancelUserEvent
Subject line	You’ve cancelled a booking
Trigger	Sent to a User when they cancel their event booking
When sent	Instant
Customise at object level	Yes
Comments /recommendations	If customised, we recommended that this template is customised no lower than at Lesson Event defaults level.
Included variables	{0} = Event start date and time {1} = Event end date and time {2} = Event location {4} = Lesson title {6} = Event comments {7} = Cost code {8} = Attendance charge
Optional variables	{3} = Lesson code {5} = Lesson description {7} = Cost code {9} = Non-attendance charge {10} = Attendance rebate

NewInstructorLedTrainingDatesAvailable
Subject line	New {0} dates available
Trigger	Sent to Manager when dates requested through manager dashboard are added.
When sent	Instant
Customise at object level	No
Included variables	{0} = Event start date and time
Optional variables	NA

User-generated content templates (summary)

Summary of Course email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
UGCModeratorAwaitingReview	Instant	Sent to a UGC moderator when content is uploaded (if UGC is enabled, and moderation is enabled)
UGCUploaderFailure	Instant	Sent to a User when UGC content has failed to upload (if UGC is enabled)
UGCUploaderModerationAwaitingReview	Instant	Sent to a User when UGC content is uploaded, to advise that it is awaiting moderation (if UGC is enabled, and moderation is enabled)
UGCUploaderNoModerationReadyToView	Instant	Sent to a User when UGC content is uploaded, to advise that it is ready to view  (if UGC is enabled, and moderation is not enabled)

 

UGC email templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

UGCModeratorAwaitingReview
Subject line	The content {0} is ready for review
Trigger	Sent to a UGC moderator when content is uploaded (if UGC is enabled, and moderation is enabled)
When sent	Instantly
Customise at object level	No
Included variables	{0} = name given to the content when uploaded {2} = date time it was uploaded
Optional variables	NA

UGCUploaderFailure
Subject line	Your content {0} was unable to be processed
Trigger	Sent to a User when UGC content has failed to upload (if UGC is enabled)
When sent	Instantly
Customise at object level	No
Included variables	{0} = name given to the content when uploaded {2} = date time it was uploaded
Optional variables	NA

UGCUploaderModerationAwaitingReview
Subject line	Your content {0} is awaiting review
Trigger	Sent to a User when UGC content is uploaded, to advise that it is awaiting moderation (if UGC is enabled, and moderation is enabled)
When sent	Instantly
Customise at object level	No
Included variables	{0} = name given to the content when uploaded {2} = date time it was uploaded
Optional variables	NA

UGCUploaderNoModerationReadyToView
Subject line	Your content {0} is now available
Trigger	Sent to a User when UGC content is uploaded, to advise that it is ready to view  (if UGC is enabled, and moderation is not enabled)
When sent	Instantly
Customise at object level	No
Included variables	{0} = name given to the content when uploaded {2} = date time it was uploaded
Optional variables	NA

Competency checks templates (summary)

Summary of Course email templates. Select the template name for full details of the notification (note also the RateCourseAfterCompetencyCheck template):

Template name	When sent	Trigger
CompetencyCheckUser	Instant / 9AM-6PM UK time	(Sent to the User) when a User is enrolled onto a course. This could be immediately or part of a batch processor assignment.
NotifyManagerForDueCompetencyCheck	Instant / 9AM-6PM UK time	The notification is sent to a manager when: A team member has passed the associated lesson for the first time A Course has been assigned directly to a team member A Course has been assigned to a Group of which the team member is a member

Note: 'CompetencyCheckUserWithNoManager' notification was deprecated on the 01/08/2024

Competency Check email templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

CompetencyCheckUser
Subject line	Competency check to do - {2}
Trigger	(Sent to the User) when a User is enrolled onto a course. This could be immediately or part of a batch processor assignment.
When sent	This could be immediately or part of a batch processor assignment.
Customise at object level	No
Included variables	{0} = User first name {1} = Lesson Title {2} = Course Title {4} = Manager name {5} = Deadline date {6} = Deadline time
Optional variables	NA

NotifyManagerForDueCompetencyCheck
Subject line	Competency check for {0} now due
Trigger	The notification is sent to a manager when: A prerequisite Lesson is completed A Course has been assigned directly to a team member A Course has been assigned to a Group of which the team member is a member
When sent	Instantly
Customise at object level	No
Included variables	{1} = First and second name of the team member (for whom the competency check is due) {2} = the title of the competency check {3} = same as {0} {4} = date at which the competency check is due {5} = time at which the competency check is due {6} = the first name of the team member (for whom the competency check is due) {7} = link to the competency check {8} = "TeamName", translated into the manager's culture
Optional variables	NA

 

Accreditiations templates (summary)

Summary of Accreditation email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
CheckAccreditationsTargetUser	9AM-6PM UK time	Sent to a user when an accreditation is about to expire.
CheckAccreditations	9AM-6PM UK time	Sent to a manager or notification group when an accreditation is about to expire.

 

Accreditation email templates in detail

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

CheckAccreditationsTargetUser
Subject line	Your Accreditation is about to expire
Trigger	Sent to a User when an Accreditation is about to expire (when Accreditation expiry reminders are configured)
When sent	9AM-6PM UK time
Customise at object level	No
Where configured	Configure at Accreditation, Expiry reminders
Included variables	{0} = Accreditation expiry time {1} = Accreditation expiry date {2} = Accreditation title
Optional variables	{3} = Accreditation description

CheckAccreditations
Subject line	{2} {3}’s accreditation is about to expire
Trigger	Sent to a Manager or notification group when an Accreditation is about to expire (when Accreditation expiry reminders are configured)
When sent	9AM-6PM UK time
Customise at object level	No
Where configured	Configure at Accreditation, Expiry reminders
Included variables	{0} = Accreditation expiry time {1} = Accreditation expiry date {2} = First name of the User {3} = Last name of the User {4} = Accreditation title
Optional variables	{5} = Accreditation description

CPD templates (summary)

Summary of CPD email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
CPDNotAchievedUser	9AM-6PM UK time	Sent to a user to inform them that they have not yet achieved all requirements for a CPD Period ending soon.
CPDNotAchievedManager	9AM-6PM UK time	Sent to a manager to advise that a team member has not yet achieved all requirements for a CPD Period ending soon.

 

CPD email templates in detail

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

CPDNotAchievedUser
Subject line	You’ve until {2} to finish your Continuing Professional Development (CPD) training
Trigger	Sent to a User to advise that they have not achieved all requirements for a CPD Period ending soon.
When sent	9AM-6PM UK time
Where configured	To configure CPD notifications: Browse to a CPD programme Select Notification Configure as required:
Customise at object level	Yes
Included variables	{2} = End date of CPD Period {4} = CPD Programme title {6} = CPD Period target value {7} = Value achieved by user {8} = CPD Period target accredited value {9} = Accredited value achieved by user {10} = No. of mandatory lessons for period {11} = Achieved no. of mandatory lessons
Optional variables	{3} = CPD Programme code {5} = CPD Period start and end dates

CPDNotAchievedManager
Subject line	Outstanding Continuing Professional Development (CPD) requirements for {0} {1}
Trigger	Sent to a manager to advise that a team member has not yet achieved all requirements for a CPD Period ending soon.
When sent	9AM-6PM UK time
Customise at object level	Yes
Where configured	To configure CPD notifications: Browse to a CPD programme Select Notification Configure as required:
Included variables	{0} = Users first name {1} = Users last name {2} = End date of CPD Period {4} = CPD Programme title {6} = CPD Period target value {7} = Value achieved by user {8} = CPD Period target accredited value {9} = Accredited value achieved by user {10} = No. of mandatory lessons for period {11} = Achieved no. of mandatory lessons
Optional variables	{3} = CPD Programme code {5} = CPD Period start and end dates

Evaluations templates (summary)

Summary of Evaluation form email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
EvaluationFormReminder	Instant	Sent when learning (with an evaluation form active) is successfully completed. Event evaluations are sent when a User is marked as attended Lesson evaluations are sent when a Lesson is completed Course evaluations are sent when a Course is completed
EvaluationFollowUpFormReminder	Instant	Where a follow-up survey is configured for an evaluation, and the specified time since first evaluation has elapsed.

Evaluation email templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

EvaluationFormReminder
Subject line	How did you find {0}?
Trigger	Sent when learning (with an evaluation form active) is successfully completed. Event evaluations are sent when a User is marked as attended Lesson evaluations are sent when a Lesson is completed Course evaluations are sent when a Course is completed
When sent	Instant
Customise at object level	No
Included variables	{0} Object title. (If a Course or Lesson, this will be the title. If an Event, this will be the Lesson title followed by the date and time of the Event). {1} User First name {3} Team name
Optional variables	NA

EvaluationFollowUpFormReminder
Subject line	Has '{0}' changed the way you work?
Trigger	Where a follow-up survey is configured for an evaluation, and the specified time since first evaluation has elapsed.
When sent	Instant
Customise at object level	No
Included variables	{0} = Object title. (If a Course or Lesson, this will be the title. If an Event, this will be the Lesson title followed by the date and time of the Event). {1} = User First name {3} = Team name
Optional variables	NA

Discussion threads Templates (summary)

Summary of Discussion thread email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
CourseCommentReply	Instant	Sent when a reply is posted to a comment added by a User

Discussion email templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

CourseCommentReply
Subject line	New reply to a thread you are following in {0} discussion
Trigger	Sent when a reply is posted to a comment added by a User
When sent	Instant
Customise at object level	No
Included variables	{0} = Course title {1} = User first name {2} = User second name {3} = Course title {4} = Comment {5) = Team name
Optional variables	NA

Manager templates (summary)

Summary of Manager emails. Select the template name for full details of the notification. Note that the text is fixed and cannot be edited by administrators. The message can be amended by managers when they send it.

Template name	When sent	Trigger
GiveKudos	Instant	Triggered by manager through My Team dashboard
SendReminder	Instant	Triggered by manager through My Team dashboard

 

Manager email templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

GiveKudos
Subject line	Your manager has given you kudos!
Trigger	Triggered by manager through My Team dashboard
When sent	Instantly
Customise at object level	Managers can edit each time a message is sent (except where multiple languages are switched on)
Included variables	{0} = Users first name {1} = Managers first name
Optional variables	NA

SendReminder
Subject line	You need to complete {1}
Trigger	Triggered by manager through My Team dashboard
When sent	Instantly
Customise at object level	Managers can edit each time a message is sent (except where multiple languages are switched on)
Included variables	{0} = Users first name {1} = Course Title {2} = Course Deadline {3} = Managers first name
Optional variables	NA

 

Skills templates (summary)

Summary of Skills email templates. Select the template name for full details of the notification:

Template name	When sent	Trigger
SkillLevelChangeRequest	Instantly	User requests a change in skill level
SkillLevelChangeRequestApproved	Instantly	Manager approves the change in skill level
SkillLevelChangeRequestDenied	Instantly	Manager declines the change in skill level

Skills email templates (detail)

Use the hyperlinks in the table above to jump to a specific template, or scroll through to find the one you're looking for.

SkillLevelChangeRequest
Subject line	{0} {1} has requested a change to their skill level
Trigger	User requests a change in skill level
When sent	Instantly
Customise at object level	No
Included variables	{0} = Users first name {1} = Users last name {2} = Skill name {3} = Current skill level label {4} = Requested skill level label
Optional variables	NA

SkillLevelChangeRequestApproved
Subject line	Your skill level change request has been approved
Trigger	Manager approves the change in skill level
When sent	Instantly
Customise at object level	No
Included variables	{0} = Users first name {1} = Users last name {2} = Skill name {3} = Current skill level label {4} = Requested skill level label
Optional variables	NA

SkillLevelChangeRequestDenied
Subject line	Your skill level change request has not been approved
Trigger	Manager declines the change in skill level
When sent	Instantly
Customise at object level	No
Included variables	{0} = Users first name {1} = Users last name {2} = Skill name {3} = Current skill level label
Optional variables	NA

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Download the summary spreadsheet

Document the notifications you'd like to keep, and which will be switched off.