At various times, the online academy sends automatic emails to administrators, users, and managers. Additionally, users may receive notifications within the academy in certain situations. This article explains which emails and notifications are sent to users and managers, and under what circumstances.
If you're looking for information about automatic emails to administrators, you can find that in this article.
You cannot customize the content of these emails yourself. However, there are two emails that you can customize:
Invitation user
Enrollment in learning activity
Managing notifications and emails
A user can set their preferences for which notifications they want to receive through their profile. For each type of notification, they can choose to receive notifications, emails, or both.
💡 Note: Emails are only sent if the 'Send emails automatically' toggle is turned on in the online academy settings.
Notifications are always sent if the user has set their preferences accordingly.
Overview of emails and notifications
User
Email only
Invitation
The user is added to the online academy, and an invitation is set to be sent (either via import or manually). The email is sent once the user is marked as 'Active,' and it is dispatched 30 minutes after the user is added.
Reminder for invitation
If the user has received an invitation but has not yet created a password, a reminder email is sent 3 days and 10 days after the initial invitation.
Forgot password
If the user clicks on 'Forgot password' on the login page and enters their email address, a reset email is sent only if the account is active.
Enrollment in learning activity
When the user is enrolled in new learning activities, they receive an email with the titles of the activities they are enrolled in. This email is sent 30 minutes after enrollment to consolidate multiple registrations into one email.
Account blocked
After 3 failed login attempts with incorrect credentials, the user's account is blocked, preventing further logins. The block is lifted when the user resets their password.
Email and notification
Approval of assessment
The user has submitted a certificate (from a qualification or external exam), completed a qualification inventory, or requested a learning activity from the Library, and it has been approved. The message mentions the name of the qualification or learning activity and confirms that it has been approved.
Rejection of assessment
The user has submitted a certificate (from a qualification or external exam), completed a qualification inventory, or requested a learning activity from the Library, and it has been rejected. The message mentions the name of the qualification or learning activity and confirms that it has been rejected.
Certificate revoked
The user had submitted a certificate (from a qualification or external exam) that was initially approved, but this approval has been revoked. The message includes the name of the qualification, the withdrawal of its approval, and the reason provided for this decision.
Submission approved
The user has submitted an assignment which has been reviewed and approved. The message includes the name of the assignment and confirms that it has been approved.
Submission rejected
The user has submitted an assignment which has been reviewed and rejected. The message includes the name of the assignment and confirms that it has been rejected.
Feedback request received
Another user has made a feedback request to this user. The message includes the name of the user who submitted the request for feedback.
Feedback received
The user has requested feedback from another user or external party, and the feedback has been provided. The message includes the name of the user from whom the received feedback originated.
Enrolled in session
The user is enrolled in a session of a meet-up. An email is sent when the administrator enrolls the user in a session, or when the user enrolls themselves. The message includes the name of the meet-up and the date and time of the session for which the user is registered.
Enrolled in session from waitlist
The user had placed themselves on the waitlist for a session of a meet-up because no spots were available. A spot has now opened up, and the user has been successfully registered for the session. The message includes the name of the meet-up and confirms that the user has been moved from the waitlist to the session.
Unenrolled from session
The user was enrolled in a session of a meet-up but is unenrolled by an administrator. The message includes the name of the meet-up and the date and time of the session from which the user has been withdrawn.
Note: Only unenrollment from a session triggers an email and notification. The user remains enrolled in the meet-up, but without the specific session. No email or notification is sent for complete unenrollment from a meet-up.
Moved to another session
The user was enrolled in a session of a meet-up and is moved to a different session by an administrator. The message includes the name of the meet-up and the date and time of both the old and new sessions for which the user is registered.
Changes in session
The user is enrolled in a session of a meet-up where a change has occurred, such as in time or date. The message includes the name of the meet-up, as well as the date, time, and location of the session.
Session cancelled by administrator
The user was enrolled in a session of a meet-up, and this session has been canceled by the administrator. The message includes the name of the meeting and the date and time of the session that has been canceled. Additionally, it mentions the reason if the administrator has provided one.
Session automatically cancelled
The user was enrolled in a session of a meet-up, and this session has been automatically canceled due to insufficient registrations. The message includes the name of the meet-up and the date and time of the canceled session.
Session reminder (2 days)
The user is enrolled in a session of a meet-up. Two days before the session takes place, the user receives a reminder. The message includes the name of the meet-up and the date and time of the session that will take place in 2 days.
Qualification expiring soon
The user has a qualification with limited validity. One month before the qualification expires, the user receives a reminder. The message includes the name of the qualification that will expire in 1 month.
Qualification expired
The user’s qualification has expired. The message includes the name of the qualification that has expired.
Deadline for learning activity almost expired
The user is enrolled in a learning activity with an established deadline. The deadline is in 2 days, but the user has not yet completed the learning activity. The message includes the name of the learning activity and the deadline date.
Manager
Email only
Submission received
A user has submitted an assignment that requires evaluation by a manager.
Pending evaluations
The user has submitted a request for a certificate (from a qualification or external exam), qualification, or learning activity. This request is still pending evaluation.
💡 Note: Emails that apply to users will also be sent to a manager, when relevant. For example, if a manager is registered for an event happening in two days.