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. The same message is sent when a learner is overdue. |
| 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:
|
| 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.
|
| When sent | 9AM-6PM UK time |
| Customise at object level | Yes |
| Where configured |
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 |
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 |
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. The same message is sent when a learner is overdue. |
| When sent | 9AM-6PM UK time |
| Customise at object level | Yes |
| Where configured |
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:
|
| 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:
|
| 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:
|
| 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:
|
| 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 |
|
| 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 |
|
| 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 |
|
| 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 |
|
| 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:
|
| 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:
|
| 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:
|
| 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 |
|
| 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 |
|
| 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 |
|
| 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 |
|
| 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 |
|
| 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
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 |
|
| 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 |
|
| 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 |
|
| 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:
|
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:
|
| 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:
|
| 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:
|
| 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.
|
| 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.
|
| 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 |
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 {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 {4} = Requested skill level label |
| Optional variables | NA |
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Document the notifications you'd like to keep, and which will be switched off.