This article explains how email notifications are triggered from Learn LMS. Notifications are designed to be timely, convenient, and reliable, helping users stay informed without unnecessary disruption.
We'll cover:
- Instant vs timed delivery
- Automated actions that trigger notifications
- Date-driven notifications
- Course enrolment notifications
Instant vs timed delivery
Time-sensitive events such as enrolment approvals and course recommendations are delivered immediately, whereas other emails are sent during business hours.
Instant emails include:
- EventBookingBookedUser: sent to a user to confirm they are booked onto an Event
- CancelUserEvent: Sent to a User when they cancel their event booking
- CourseRecommendation: Sent to a User when a Course is recommended to them
Emails sent between 9AM and 6PM UK time include:
- CourseAssignment: Sent when a User chooses a course from a Catalogue, or when an Administrator assigns a Course directly to a specific User
- CourseAssignmentNoApproval: Sent to a User when assigned a Course through membership of a Group
- LessonCompleteUser: Sent to a user when they successfully complete a lesson
View Email templates: content, triggers, and variables for a list of all Email templates and properties.
Automated actions that trigger notifications
There are two automated actions that update Group membership and may therefore trigger Course enrolment notifications to Users:
- The batch processor runs every night to apply Group rules
- The Automated People-data feed updates Group membership (based on source People-data)
As a result, Users may be assigned one or more Courses. However, the resulting notifications will not be sent until after 9AM the next day. A learner may, therefore, see a new course to do before they receive the notification about the assignment.
Date-driven notifications
Notifications based on deadline / expiry dates, are sent after 9AM on the day of the deadline, as close as possible to the exact deadline /expiry time.
Examples of date-driven emails include:
- CourseDeadlineUser: Sent to users to remind them about an approaching course deadline
- CheckAccreditations: Sent to a manager or notification group when an accreditation is about to expire
View Email templates: content, triggers, and variables for a list of all Email templates and properties.
Course enrolment notifications
A user may receive a Course Enrolment notification when they are assigned to a course, either self-selected or mandatory (assuming the Course assignment notifications are enabled).
This assignment can occur in several ways:
- A Learn Administrator manually assigns a course
- The user is added to a group through group rules
- The Automated People Data feed adds users to a new group
- Assignments between 9:00 AM and 6:00 PM: Notifications are sent the same day during business hours
- Assignments after 6:00 PM: Notifications are sent the next day after 9:00 AM
- Assignments before 9:00 AM: Notifications are sent after 9:00 AM the same day
The exact time of delivery will vary, depending on the volume of emails and the customer's position in the queue.
Enrolment notifications in detail
The table below describes some typical assignment scenarios.
Note: email timings were updated in Sept 2025 to support the "right to switch off". Prior to Sept 2025, all below emails would have been delivered overnight.
Scenario |
When Sent |
|
Automated Course assignment Notification resulting from Users being added by the Automated People-data feed (applied overnight), to a Group to which mandatory courses are assigned. If enabled, the template: CourseAssignmentNoApproval will be sent. View Notifiy Users when enrolled on a Course for more information. |
Prioritised: Sent next morning in the first batch from 9:00 AM
|
|
Automated Course assignment Notification resulting from Users being added by Group rules (applied overnight), to a Group to which mandatory courses are assigned. If enabled, the template CourseAssignmentNoApproval will be sent. View Notifiy Users when enrolled on a Course for more information. |
Prioritised: Sent next morning in the first batch from 9:00 AM |
|
Manual Course assigment Notification resulting from a Learn administrator either:
If enabled, the template CourseAssignmentNoApproval will be sent. View Notifiy Users when enrolled on a Course for more information.
|
If the assignment happens BEFORE 6pm: Same business day (9 AM–6 PM window) If the assignment happens AFTER 6pm: Sent next morning in the first batch from 9:00 AM |
|
Manual Course assigment Notification resulting from a Learn administrator assigning a Course directly to a User. If enabled, the template CourseAssignment will be sent. View Notifiy Users when enrolled on a Course for more information.
|
If the assignment happens BEFORE 6pm: Same business day (9 AM–6 PM window) If the assignment happens AFTER 6pm: Sent next morning in the first batch from 9:00 AM |
|
User self selects a Course Notification resulting from a User self-selecting a Course from a Catalogue. If enabled, the template CourseAssignment will be sent. View Notifiy Users when enrolled on a Course for more information. |
If the assignment happens BEFORE 6pm: Same business day (9 AM–6 PM window) If the assignment happens AFTER 6pm: Sent next morning in the first batch from 9:00 AM |
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