At various moments, the online academy automatically sends emails to administrators, users, and managers. In certain situations, users also receive a notification within the academy. This article explains which emails and notifications are sent to users and managers, and under which circumstances.
If you're looking for information about automatic emails to administrators, you can find that in this article.
You cannot customise the content of these emails yourself. However, there are two exceptions:
Invitation user
Enrollment in learning activity
Managing notifications and emails
A user can configure their notification preferences through their profile. For each type of message, they can specify whether they wish to receive notifications, emails, or both.
Note!
Emails are only sent if the “Send automatic emails” toggle is enabled in the online academy settings. Notifications are always sent, provided the user has configured their preferences accordingly.
Overview of emails and notifications
User
Email only
Invitation: The user has been added to the online academy. It has been set that an invitation must be sent (either during the import or manually). The email is sent once the user has the status “Active”. The email will be sent 30 minutes after the user has been added.
Invitation reminder: The user has received an invitation to the online academy but has not yet created a password. This email is sent three days and ten days after the initial invitation.
Forgot Password: The user clicks on “Forgot password” on the login page and enters their email address. Reset emails are only sent if the account is active.
Enrollment in learning activity: The user is enrolled in new learning activities. The user receives an email listing the names of the learning activities they have been enrolled in. This email is sent 30 minutes after registration to allow multiple registrations to be combined into a single email.
Account blocked: The user has made three login attempts with incorrect credentials. As a result, the user’s account has been blocked and they can no longer log in. The block will be lifted once the user resets their password.
Email and notification
Assessment approved: The user has submitted a certificate (within a qualification or external exam), completed a qualification inventory, requested a learning activity from the library, or requested an assessment for a portfolio item. This has been approved. The message includes the name of the qualification, learning activity, or portfolio item and states that it has been approved.
Assessment rejected: The user has submitted a certificate (within a qualification or external exam), completed a qualification inventory, requested a learning activity from the library, or requested an assessment for a portfolio item. This has been rejected. The message includes the name of the qualification, learning activity, or portfolio item and states that it has been rejected.
Certificate revoked: The user had submitted a certificate (within a qualification or external exam). This certificate was initially approved, but the approval has been revoked. The message includes the name of the qualification, states that the approval has been revoked, and provides the reason given for this decision.
Submission approved: The user has submitted an assignment. This assignment has been reviewed and approved. The message includes the name of the assignment and states that it has been approved.
Submission rejected: The user has submitted an assignment. This assignment has been reviewed and rejected. The message includes the name of the assignment and states that it has been rejected.
Feedback request: Another user has submitted a feedback request to this user. The message includes the name of the user who made the feedback request.
Feedback received: The user has submitted a feedback request to another user or an external party. This other user or external party has provided feedback. The message includes the name of the person from whom the feedback was received.
Enrolled in session: The user is enrolled in a session of a meet-up. The email is sent when the administrator enrolls the user for a session, and when the user enrolls themselves for a session. The message includes the name of the event and the date and time of the session the user is enrolled in.
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 become available, and the user has now been registered for the session. The message includes the name of the event and states that the user has been enrolled from the waitlist.
Unenrolled from session: The user was enrolled in a session of a meet-up but has been unenrolled from it 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 unenrolled.
Note: An email and notification are only sent for from a session. The user remains enrolled for the meet-up, but without a session. No email or notification is sent for full unenrollment from a meet-up.
Moved to another session: The user was enrolled in a session of a meet-up and has been moved by an administrator to a different session. The message includes the name of the event, as well as the date and time of both the previous and the new session the user is enrolled in.
Changes in session: The user is enrolled in a session of a meet-up. There has been a change, for example in the time and/or date. The message includes the name of the meet-up and the updated date, time, and location of the session.
Session cancelled by administrator: The user was enrolled in a session of a meet-up. This session has been cancelled by the administrator. The message includes the name of the meet-up and the date and time of the cancelled session. If the administrator has provided a reason, it is also included in the message.
Session automatically cancelled: The user was enrolled in a session of a meet-up. This session has been automatically cancelled due to insufficient registrations. The message includes the name of the meet-up and the date and time of the cancelled session.
Session in 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 two days.
Qualification expiring soon: The user holds 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 one month.
Qualification expired: The user holds a qualification that has expired. The message includes the name of the qualification that has expired.
Deadline for learning activity almost expired: The user is registered for a learning activity with a set deadline. The deadline is in two days, but the user has not yet completed the activity. The message includes the name of the learning activity and the deadline date.
Registration for a meet-up in the past: The user attended a meet-up in the past. This event has since been registered in the academy by the administrator, and the user has been enrolled in it.
Manager
Email only
Submission received: The user has submitted an assignment that needs to be assessed by a manager.
Pending evaluations: The user has submitted a request for a certificate (within a qualification or external exam), qualification inventory, learning activity, or portfolio item. This request still needs to be assessed.
The emails mentioned in this article that are sent to users are also sent to a manager, if applicable. For example, if a manager is also registered for an event that will take place in two days.