LMS
Step-by-step guide
This guide will show you how to create custom notifications, how to amend them, and view Notification History.
Contents
- Introduction
- How to edit a Notification
- How to create a customer Notification
- Notification History / Messages
Introduction
Navigate to Admin > Manage Content > Manage Notifications to open the Manage Notifications page.
Notifications are messages sent from the site. They are set up as templates which can be customised if required. Each notification template has a unique name and description. Custom templates can be created and added to the notifications list for some notification types.
Notifications are visible in the messages section of the site. Notifications are also sent via email although there is the option to send some via SMS (Short Message Service – phone text message) where indicated. Your LMS will need to be configured to use your SMS provider.
The following notifications are available through the site.
| Note: some sites will have more or less notifications available depending on the specific modules included |
View Notifications
| Notification | Description | Sent to | Sent |
|---|---|---|---|
| Accommodation booking cancellation | Sent when request for accommodation is cancelled. |
User Accommodation Provider |
Instant |
| Accommodation booking confirmation | Sent when booked onto a schedule. |
User Accommodation Provider |
Instant |
| Activity Certificate | Activity Certificate template. | N/A | N/A |
| Activity Joining Instructions |
Sent prior to attendance on a workshop activity to provide details of the event and advise any pre-work when timeframe met.
|
User | Daily |
| Activity Rule – Added to Personal Development Plan (E-Mail) | Email sent when an Activity is added to Personal Development Plan. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Added to Personal Development Plan (SMS) | SMS sent when an Activity is added to Personal Development Plan. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Added to Relevant Learning (E-Mail) | Email sent when an Activity is added to Relevant Learning. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Added to Relevant Learning (SMS) | SMS sent when an Activity is added to Relevant Learning. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Added to Training Plan (E-Mail) | Email sent when an Activity is added to a Training Plan. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Added to Training Plan (SMS) | SMS sent when an Activity is added to a Training Plan. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Age Alert (E-Mail) | Email sent when timeframe has been met. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Age Alert (SMS) | SMS sent when timeframe has been met. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Status Alert (E-Mail) | Email sent when Status has been met. | User, Manager, Administrator or Custom | Instant |
| Activity Rule – Status Alert (SMS) | SMS sent when Status has been met. | User, Manager, Administrator or Custom | Instant |
| Activity Schedule – Session Start Date | Sent when Session reminder timeframe has been met. | User | Daily |
| Activity Schedule Available | Sent when a Schedule has been created when added to schedule availability. | Requester | Instant |
| Activity Schedule Cancel Request | Sent if a User has been added to a Schedule and then made a leaver. | Requester | Instant |
| Activity Schedule Request | Sent when added to Schedule availability. | Requester | Instant |
| Activity Schedule Request Removed | Sent when removed from Schedule availability when timeframe met. | Requester | Daily |
| Activity Schedule Request Warning | Sent when on Schedule availability and timeframe met. | Requester | Daily |
| Activity Start Date Alert (E-Mail) | Email sent when Activity reminder timeframe met. | User | Daily |
| Activity Start Date Alert (SMS) | SMS sent when Activity reminder timeframe met. | User | Daily |
| Activity Multiple Schedules Available | Sent when a Schedule has been created when added to schedule availability. | Requester | Instant |
| Badge Certificate | Badge certificate template. | N/A | N/A |
| Booking Cancellation - Admin | Sent when a Schedule has been cancelled. | Administrator | Instant |
| Booking Cancellation – Receipt | Sent when a Schedule has been cancelled. | User | Instant |
| Booking Cancellation Request – Admin | Sent when a Schedule cancellation has been requested. | Administrator | Instant |
| Booking Cancellation Request – Receipt | Sent when a Schedule cancellation has been requested. | User | Instant |
| Booking Cancellation Request – Rejected | Sent when a Schedule cancellation request has been rejected. | User | Instant |
| Booking Cancellation Request – Rejected - Admin | Sent when a Schedule cancellation request has been rejected. | Administrator | Instant |
| Booking Confirmation | Sent when a Schedule has been booked. | User | Instant |
| Booking Delegates – List Print Layout | Attendance List template. | N/A | N/A |
| Booking Request - Admin | Sent when a booking request has been received. | Administrator | Instant |
| Booking Request - Approved | Sent when a booking request has been approved. | User | Instant |
| Booking Request - Manager | Sent when a booking request has been received. | Manager | Instant |
| Booking Request - Rejected | Sent when a booking request has been rejected. | User | Instant |
| Booking Request – User Receipt | Sent when a booking request has been sent. | User | Instant |
| Booking Request Escalation | Sent when a booking request has been received and no response from line manager when timeframe has been met. | Escalated Manager | Daily |
| Booking Request Escalation - Receipt | Sent when a booking request has been received and no response from line manager when timeframe has been met. | User | Daily |
| Class List - Print | Class List Template. | N/A | N/A |
| Client Support Form E-Mail | Email sent when support form has been submitted. | User | Instant |
| Dashboard - Message | Sent when message has been sent via Dashboards. | User | Instant |
| Development Plan Activity Rule – User Created (E-Mail) | Email sSent when a user has been created. | User | Instant |
| External User Access Invitation | Sent when an external user needs to complete Learning Activity. | External User | Instant |
| Feedback Survey – Initial Notification | Sent when Feedback Form timeframe has been met. | User | Daily |
| Feedback Survey - Reminder | Sent when Feedback From reminder timeframe has been met. | User | Daily |
| Main Template | Main template utilised for all notifications. | N/A | N/A |
| Manager Reassignment | Sent when a Line Manager’s leaving date has been met. | Administrator | Daily |
| Mentoring – Connection Accepted | Sent when a Mentor connection has been accepted. | Mentee | Instant |
| Mentoring – Connection Declined | Sent when a Mentor connection has been declined. | Mentee | Instant |
| Mentoring – Connection Request | Sent when a Mentor connection has been requested. | Mentor | Instant |
| Mentoring – Meeting Nudge | Sent when a Mentor/Mentee meeting has not been updated to a status of attended and date has passed. | Mentee/Mentor | Daily |
| Mentoring – Meeting Nudge Missed | Sent if a status of a Mentor/Mentee meeting is not set to attended and date has passed. | Mentee/Mentor | Daily |
| Mentoring – Mentee End Relationship | Sent when a Mentee ends a relationship with a Mentor. | Mentor | Instant |
| Mentoring – Mentee Period Complete | Sent when the Mentoring period has been completed. | Mentee/Mentor | Daily |
| Mentoring – Mentor Available | Sent when inactive Mentors become active. | Mentee | Instant |
| Mentoring – Mentor End Relationship | Sent when a Mentor ends a relationship with Mentee. | Mentee | Instant |
| Mentoring – Mentor Join Programme Reminder | Sent as a reminder when a Mentoring request has been sent to a user who is currently not a Mentor. | Mentor | Daily |
| Mentoring – Mentor Not available Reminder | Sent as a reminder when a Mentor is still inactive and has active Mentees. | Mentor | Daily |
| Mentoring – Mentor Period Complete | Sent when Mentoring period complete. | Mentee/Mentor | Daily |
| Mentoring – Mentor Request to Join Programme | Sent when a Mentoring request has been sent to a user who is currently not a Mentor. | Mentor | Instant |
| Mentoring – Mentor Unavailable | Sent when Mentor has become unavailable. | Mentee | Instant |
| Mentoring – Thank you for participating | Sent when Mentoring period complete. | Mentee/Mentor | Daily |
| New On-the-Job Evidence - Manager | Sent when evidence has been added to an On-the-Job activity. | Manager | Instant |
| New On-the-Job Evidence - User | Sent when evidence has been added to an On-the-Job activity. | User | Instant |
| Organisation Structure Group - Error | Sent when incorrect information added to Organisation Structures. | Administrator | Instant |
| Password Recovery | Sent when a request to reset password has been submitted. | User | Instant |
| Password Reset | Sent when a request to reset password has been submitted. | User | Instant |
| Profile Change Request | Sent when a Profile change request has been submitted. | Requester | Instant |
| Profile Change Request – Rejected – To Originator | Sent when a Profile change request has been rejected. | Requester | Instant |
| Registration Attempt | Sent when a registration attempt has been attempted if email address already exists. | User | Instant |
| Report – All Scheduled Jobs Disabled | Sent when scheduled reports have been disabled due to a security access level change. | User | Daily |
| Report - Scheduled | Sent when scheduled report timeframe is met. | User | Daily |
| Review – Manager 1 Month Reminder | Sent when Personal Review Form reminder timeframe has been met. | Manger | Daily |
| Review – User 1 Month Reminder | Sent when Personal Review Form reminder timeframe has been met. | User | Daily |
| Review Form – Delegated Manager Cancelled | Sent when a manager or an administrator cancels a delegated manager's request. | Requester | Instant |
| Review Form – Delegated Manager Expired | Sent when a delegated manager's request expires. | Requester | Daily |
| Review Form – Delegated Manager Request | Sent when a delegated manager has been selected. | Delegated Manager | Instant |
| Review Form Notification | Review Form notification template. | N/A | N/A |
| Rule Notification – General | Sent when conditions of a rule have been met. | User, Manager, Administrator or Custom |
Daily
|
| Rule Notification – General (SMS) | SMS sent when conditions of a rule have been met. | User, Manager, Administrator or Custom | Daily |
| Rule Notification – Login Reminder – New User (E-mail) | Email sent when last login date timeframe has been met. | User, Manager, Administrator or Custom | Daily |
| Rule Notification – Login Reminder – New User’s Manager (E-mail) | Email sent when last login date timeframe has been met. | User, Manager, Administrator or Custom | Daily |
| Rule Notification – Login Reminder (E-mail) | Email sent when last login date timeframe has been met. | User, Manager, Administrator or Custom | Daily |
| Schedule – Trainer Calendar Invite | Sent when a schedule has been created. | Trainer | Instant |
| Schedule – Trainer Calendar Invite (Virtual Workshop) | Sent when a schedule has been created. | Trainer | Instant |
| Schedule – Trainer Cancellation | Sent when a schedule has been cancelled. | Trainer | Instant |
| Schedule – Trainer Cancellation (Virtual Workshop) | Sent when a schedule has been created. | Trainer | Instant |
| Schedule – Trainer Update | Sent when a schedule has been updated. | Trainer | Instant |
| Schedule – Trainer Update (Virtual Workshop) | Sent when a schedule has been updated. | Trainer | Instant |
| Schedule On Hold | Sent when scheduler deactivation timeframe has been met. | Defined E-mail | Daily |
| Skills Analysis – 180 Review Alert | Sent when a Skills Analysis 180 timeframe has been met. | Manager | Instant |
| Skills Analysis – 360 Review Alert | Sent when a Skills Analysis 360 timeframe has been met. | 360 recipient(s) | Instant |
| Skills Analysis – 360 Review External Alert | Sent when a Skills Analysis 360 timeframe has been met. | External 360 recipient(s) | Instant |
| Skills Analysis 180 Complete | Sent when a Skills Analysis 180 has been completed. | User | Instant |
| Skills Analysis 360 External Reminder | Sent when a Skills Analysis 360 has not been completed. | External 360 recipient(s) | Daily |
| Skills Analysis 360 Reminder | Sent when a Skills Analysis 360 has not been completed. | 360 recipient(s) | Daily |
| Skills Analysis Reminder | Sent when a Skills Analysis is due to be completed. | User | Daily |
| Terms & Conditions – Accommodation | Terms & Conditions Accommodation Template | N/A | N/A |
| Terms & Conditions - Booking | Terms & Conditions Template. | N/A | N/A |
| Terms & Conditions - Forum | Terms & Conditions Forum Template. | N/A | N/A |
| Training Plan Activity Rule – Age Alert (E-Mail) | Email sent when an activity timeframe has been met. | User, Manager, Administrator or Custom | Daily |
| Training Plan Activity Rule – Age Alert (SMS) | SMS sent when an activity timeframe has been met. | User, Manager, Administrator or Custom | Daily |
| Training Plan Activity Rule – Status Changed Alert (E-Mail) | Email sent when an activity status has been changed. | User, Manager, Administrator or Custom | Instant |
| Training Plan Activity Rule – Status Changed Alert (SMS) | SMS sent when an activity status has been changed. | User, Manager, Administrator or Custom | Instant |
| Training Plan Subject Rule – Age Alert (E-Mail) | Email sent when an Training Plan subject timeframe has been met. | User, Manager, Administrator or Custom | Daily |
| Training Plan Subject Rule – Age Alert (SMS) | SMS sent when an Training Plan subject timeframe has been met. | User, Manager, Administrator or Custom | Daily |
| Updated Work Folder - Delegate | Sent when a Work Folder has been updated. | User | Instant |
| Updated Work Folder - Trainer | Sent when a Work Folder has been updated. | Trainer | Instant |
| User Consent Removed | Sent when consent has been removed. | Defined email | Instant |
| User Management – Inactive Manager Set to Leaver Warning | Sent when an inactive manager timeframe met. | Administrator | Daily |
| User Profile – Change Request - Approved | Sent when a Profile change request has been approved. | Requester | Instant |
| User Profile – Change Request - Rejected | Sent when a Profile change request has been rejected. | Requester | Instant |
| User Registration - Reinstated | Sent when a leaver is set to active. | User | Instant |
| User Registration – Reinstated Password | Sent when a leaver is set to active. | User | Instant |
| User Registration Received (Admin) | Sent when a registration has been received. | Administrator | Instant |
| User Registration Received (Manager) | Sent when a registration has been received. | Manager | Instant |
| User Registration Request - Admin | Sent when a registration has been received that required approval. | Administrator | Instant |
| User Registration Request - Approved | Sent when a registration has been received that required approval has been approved. | Requester | Instant |
| User Registration Request – Approved (Manager) | Sent when a registration has been received that required approval has been approved. | Manager | Instant |
| User Registration Request – Approved (Temporary Password) | Sent when a user has been added to the platform. | Requester | Instant |
| User Registration Request – Receipt | Sent when a user has been added to the platform and is awaiting approval. | Requester | Instant |
| User Registration Request - Rejected | Sent when a user has been added to the platform and is awaiting approval and it has been rejected. | Requester | Instant |
| User Username Updated Automatically | Sent when a new username has been automatically generated when a profile has been updated. | User | Instant |
| Virtual Workshop Booking Confirmation | Sent when a Schedule has been booked. | User | Instant |
| Virtual Workshop Joining Instructions |
Sent prior to attendance on a workshop activity to provide details of the event and advise any pre-work when timeframe met.
|
User | Daily |
Notification templates contain tags (text inside curly brackets) which represent specific fields of data from which the notification content is drawn, similar to mail merge. These tags, as well as the text in the message, can be edited and deleted.
Edit a Notification
- In the menu, navigate to Admin > Manage Content > Manage Notifications to open the Manage Notifications page
- Select a template to edit from the options in the Email Templates dropdown list
| Note: Some notifications allow for a custom notification. This will allow you to make multiple versions of the same notification if required. For example a custom booking confirmation could be created and this would be selectable when creating a schedule. |
- Using the options in the text editor, edit the contents of the template. Changes can include:
- Adding, editing or removing text
- Changing the format of text
- Inserting images, links, tables, lines, anchors and tags. Available tags are contained in the Insert Tag options (see the Tags article for more information)
- Select the Save button to save the changes to the existing template
Create a custom Notification
It is possible to create a custom notification, based on some existing templates. If this is available, the Custom Template list will appear and the New button will become active.
- Select an E-mail Template/Custom Template that allows you create a new custom Notification
- Click New
- Make any changes you wish to the template
- Then add a Name for your new Custom Template
- Select Save
- Your new template is now selectable as a Custom Template
Notification History / Messages
In the menu, navigate to Admin > Manage Content > Notification History to open the Notification History page.
Notification History shows a list of all notifications sent through the site, including who they were sent to, where they were sent from, the subject, and the date and time sent.
Selecting the Subject opens the notification message in the Message Details page.
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