Many of the actions and processes within LMS365 cause notifications sent to learners, instructors or administrators. But in particular cases the natural notifications flow may differ due to the settings and customizations. This article describes the most common of them.
In this article
- Learners didn't receive an 'Enrollment Confirmation' notification
- Line manager selects a session to enroll of behalf of the learner via the LMS notification
- Nuances of the notifications flow after a retake
- Nuances of the notifications flow after changes to course session data
Learners didn't receive an 'Enrollment Confirmation' notification
Description:
A course/training plan has a future start date and is scheduled to publish. All learners enrolled in the scheduled course/training plan will not receive the 'Enrollment Confirmation' notification as the course/training plan is not published yet. They only will receive a 'The Course/Training Plan has started' notification after the course/training plan publishing date comes or a course or course catalog administrator publishes the course manually.
If users enroll after the course/training plan is published they will receive the enrollment confirmation notifications according to the ordinary flow.
Line manager selects a session to enroll of behalf of the learner via the LMS notification
Description:
There is a workaround for the line manager to select a session for a learner to enroll in that is not available in the LMS365 Admin Center.
While a course or course catalog admin manually enrolls a learner in a course with Enroll user into a single course session enrollment type, both the leaner and the line manager of this learner (if set) receive a Course Session Selection Request notification until the default settings are not changed. From this notification both the learner and the line manager can follow the link and select a session for the learner to be enrolled in.
Course catalog admin can edit the Course Session Selection Request notification template and change the default recipients according to their need. In case course catalog admin deletes the learner from the To field, only the line manager receives the notification and controls the enrollment of subordinates in courses with Enroll user into a single course session enrollment type.
Editing will make the template customized which has a set of consequences.
Learners didn't receive a 'Certificate Expiry Reminder' notification for the certificates from the imported training
Description:
An external training with a certificated attached is imported in the LMS365. Since the November 29, 2021 LMS365 Release the certificate and competency related email notifications could be disabled via the Send for inactive training toggle while editing a notification template. In this case learners enrolled in this training will not receive those email notifications (including the "Certificate Expiry Reminder" email notification).
To let learners be aware about the expiry of their imported training certificates, check the following:
- The "Certificate Expiry Reminder" template is enabled in Notifications menu.
- The Send for inactive training option is turned on. The learner should get notified of the expiring imported certificate in accordance with Send Reminder Emails settings.
NOTE: When the Send for inactive training option is turned on, this would also enable notifications for all unpublished, ended, and deleted training.
Learners receive a 'Certificate Expiry Reminder' notification for the certificates when being removed from the course catalog
Description:
Learners have completed a course or a training plan and granted a certificate for the training completion. After a while the learners were deleted from the course catalog for some reason but continued receiving the "Certificate Expiry Reminder" email notifications for the valid certificate from this course catalog.
Reason:
Learners deleted from the course catalog become inactive, they are unenrolled from all training of this course catalog and removed from the Learner List, but their training progress information (including certificates granted) and records of actions are kept within the LMS365 system unless you purge all records of these learners from a course catalog. Thus learners will continue receiving the notifications concerning their valid certificates and competencies expiring.
Solution:
In case you do not want learners removed from the course catalog to receive notifications about their expiring valid certificates granted for the course/training plan completion, you can do the following:
1. Disable the expiration date of the certificate in question via LMS365 Admin Center > Course/Training Plan List > select the training the certificate is granted for > on the actions panel choose Manage Course/Training plan Settings > turn off the Certificate Expiry toggle.
NOTE: This action will turn off the certificate expiry option for all expired, expiring, valid and planned certificates granted for this training for all learners ever enrolled in this training. The retake option of this training will also be influenced.
2. Before you remove the learner from the course catalog, manually delete the valid certificates with the expiry date set. To see the list of learners valid certificates go to LMS365 Admin Center > Learner List > select the required learner > View Learner's Transcript > click on the View Certificate (an eye button) next to the training to open certificates and see if they have an expiry date. If the expiry date is set - delete the valid certificate using the red cross. You will see a confirmation message, confirm the deletion with Ok or Cancel it. This action will delete the selected certificate and the learner will not receive any notifications about its expiry.
Certificates without an expiry date and already expired certificates do not trigger certificate expiring notifications thus no need to delete them.
NOTE: The certificate deletion can not be undone, but learner can be granted another certificate manually.
Nuances of the notifications flow after a retake
Description:
After a retake is initiated, in particular cases, learners will receive email notifications related to the retake flow. The notifications flow for the retake initiated by learner/admin is described in the Retake of courses and training plans article
Nuances of the notifications flow after changes to course session data
Description:
When a course session is updated - changes are made to the session's location, start and end dates & time, time zone, meeting URL, or the training title - the following notifications are sent:
- Classroom/Webinar Scheduled – Appointment Invite is sent to learners via email
- Classroom/Webinar Session Updated (only for Mobile App) is sent to learners via mobile
For more information please visit LMS365 Notifications overview and management
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