How can I use notifications in my learning resource?

Akinola Hassan

Modified on: Wed, 5 Jul, 2023 at 3:28 PM

Notifications are emailed messages generated by the learning resource that are sent to learners. Click on one of the following links to go directly to that section:

Elective (SELF ENROLLMENT) Enrollment Notifications

Required Course Notifications

Reminder Notifications

Insert Object Function

Notification Summary

Elective (SELF ENROLLMENT) Enrollment Notifications

These notifications are already turned on and will immediately notify learners when they enroll into available learning. All of these notifications include system default text. It is only necessary to enable if you want to customize the notification. There are four types of commonly used enrollment notifications:

Tab’s Name	Purpose
Enrollment	Notifies learners that they have been enrolled into a course.
Enrollment by Others	Notifies learners that they have been enrolled into a course by someone else.
Confirmation when enrolling others	Notifies the person with Enroll Others access that learners have successfully been enrolled.
Enrollment (waitlist)	Notifies learners when they have been added to the waitlist for an instructor led or facilitated training class.

To customize these existing notifications please see the following instructions:

1. Go to resources > maintain learning resources > notifications.

2. Choose either the enrollment, enrollment by others, confirmation when enrolling others, or upon completion tab.

3. Click on the enable checkbox and edit the message to reflect the message you would like learners to see.

Tip

You do not have to check ENABLE to turn on these notifications. You only need to check the ENABLE box if you’d like to customize and add more information to the notification.

Required Course Notifications

Any time a learning resource is assigned as a requirement, learners need to be notified that the requirement is on their plans. In the event that you have created a required audience on a resource, you will need to enable the required course notifications. Required course notifications are NOT automatically distributed and need to be enabled. In addition, the notifications are blank and need to be populated with a message of your choosing. Once enabled, required course notifications are not sent to the learner immediately. Required course notification are queued and sent the on night that the requirement becomes effective for the learner.

Note

For more information on setting up a required audience, go to the solutions article How can I add a required audience to a resource I own?

1. Click on the req’d course notification tab.

2. Select one of the required course notification tabs:

Tab’s Name	Purpose
Required Learning	Notification to let learners know that they have required learning on their plan. Click on the required learning tab. Change the Time Span based on when you’d like to send the notification. For example, a Time Span of 0 (default) is used to notify learners the night of the effective date. If a learner is added to the required audience later on, they will receive the notification that evening. Select an Effective Date. This is the date that the notification will be available to be sent out to learners. The notification will be sent to learners based on the time span you set from this date. Type a subject and message. Click on the Enable Notification checkbox. Choose Save.
No Completion	Notification to let learners know that they haven’t completed required learning. Click on the no completion tab. Select an Effective Date. This is the date that the notification will be available to be sent out to learners. Change the Time Span. You can make the time span based off of either: Days after last reminder – notifications are sent based on the last time the system sent a required learning notification. Depending on the number of days selected, this could allow the notification to recur until the past due notification is sent. Days prior to Due Date – notifications are sent based on the setting for the deadline. Choose the number of days. If the number of days is 13, the Time Span is based off “Days after last reminder,” and the required learning notification was sent on 2/1, then the No Completion Reminder would be emailed to learners on the night of 2/14. If the number of days is 10, the Time Span is based off “Days prior to Due Date,” and the due date in the audience tab is 2/28, then the No Completion Reminder would be emailed to learners on the night of 2/18. Type a subject and message. Click on the Enable Notification checkbox. Choose Save.
Past Due	Notification sent to learners to let them know that they haven’t completed a required learning by the due date. Click on the past due tab. Select an Effective Date. This is the date that the notification will be available to be sent out to learners. In the First Reminder row, select the number of days after the due date that the reminder will be sent out. Choose the frequency of Subsequent Reminders, which controls the number of times when additional notifications are sent. Type a subject and message. Click on the Enable Notification checkbox. Choose Save.
Expired Course	Notification sent to learners when the completion expires and the learning resource has been placed back on the learner’s plan. Note Only turn this on this notification if you have expiration options set up in your learning resource. For more information, please go to the solutions article How do I add a required audience to a resource I own? Click on the expired course tab. Select an Effective Date. This is the date that the notification will be available to be sent out to learners. Change the Time Span to either: Upon Expiration – notifications are sent based on the expiration date setting in the audience tab. Visibility on Development Plan – notifications are sent based on the expiration appearance in the audience tab. Type a subject and message. Click on the Enable Notification checkbox. Choose Save.

Reminder Notifications

These notifications are only for Facilitated Training. There are three types that we commonly use:

Tab’s Name	Purpose
Participant	This notification is sent to remind learners of their enrollment when they are enrolled in facilitated classes.
Instructor	This notification is to remind the instructor either prior to the class or after registration for class closes.
Post Class Marketing	This notification is sent after the class closes as a follow up reminder.

To configure the default reminder notifications for a Facilitated Training Learning resource:

1. Navigate to the resource and open it in Edit mode. Once you have the resource open navigate to the facilitated tab, then the notification sub tab.

2. Choose either the participant, instructor, or post class marketing tab.

3. Choose how many days before class the reminder should go out.

4. Edit your class reminder message. You may include documents short videos, links, etc. using the attachment icons.

5. Select Save.

Tip

Please note that these same reminder notifications can also be configured at the individual class session level as well.

Insert Object Function

The Insert Object function allows you to personalize the text in a notification. Use cases for Insert Objects include:

The salutation of a notification that can change based on the learner's name.
An ILT course that has various start and end dates.
A learning resource that is periodically assigned and the due date changes for each assignment.

To use this function, do the following:

1. Choose the notifications tab or req'd course notification tab.

2. Select a notification.

3. Check the Enable Notification checkbox.

4. Choose the Insert Object button.

5. In the Insert Object field, select one of the plus options (the number varies by type of notification).

6. Click on a selection (make multiple selections by holding down the Ctrl key and clicking on other choices) and choose Add Selections. Then choose Insert Selections.

7. The object will now be inserted into the notification text. Add more text to the notification subject and text, and click Save.

Tip

Be careful when copying and pasting the code for Inserted Objects to other notification text. If you select the notification tab, all inserted objects start with "eval:Enrollment," while if you select the req'd course notification tab, all inserted objects start with "eval:"

Notification Summary

Characteristic	Elective Enrollment Notifications	Required Course Notifications	Reminder Notifications
How is it sent?	Automatically	Must be enabled	Automatically
When is it sent?	Immediately	Effective date can be selected and sent that night	Date can be selected
Is there default text?	Yes, there is default text that can be edited	No, the message is blank and text must be added	There’s default text for participant and instructor reminders, but not post class marketing
What are the special requirements to set it up?	None	These notifications are sent based on the configuration of a required audience on the learning resource or a required audience configured on a mapping curricula	Must be a facilitated training learning resource

Elective (SELF ENROLLMENT) Enrollment Notifications

Tip

Required Course Notifications

Note

Note

Reminder Notifications

Tip

Insert Object Function

Tip

Notification Summary

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