Manage custom email templates – Knowledge Base

Customize email notifications for your portal

Edit the standard event notifications to support your brand and your courses. Add detailed custom text for course-level notifications.

Availability: all customers

Email notifications: overview

LearnUpon provides automated notifications for routine events on the portal, like portal invites, course enrollments and course completions. Each event has a separate template. The templates use variables for items like learner names, course names, dates and times, and course details.

Starting from a template, you can edit the default text to support your brand, include reminders about coming events, and build connection with your learners.

You access the notification templates from Settings > Email > Custom Email Templates.

When you turn on (enable) a template, the mail icon changes from light to dark.

The following screenshot shows a sample of templates with several templates in use.

Most notifications are connected to an event, like enrollment, or a feature like a course assignment, or eCommerce. LearnUpon only shows you the templates you can access, for events or features in use.

See: Email: reference list of email templates

Some notifications are turned on in every portal, because the associated features are available by default.

See Email: reference list of email templates > Notifications turned on at portal level by default.

If a template isn’t listed in your portal, it means you don’t yet have the corresponding feature set up or turned on. For example, you can’t access the Enrollment Reminders template until you create enrollment reminders for a course.

Your typical sequence of steps is:

turn on the feature and set its options
go to Settings > Email > Custom Email Templates
review the associated template
edit the template as required
send a test message to yourself to confirm it’s correct
turn on the template for the portal

Tip: test messages to yourself don’t show all elements. Review to confirm that all the variables are in place, and the template text makes sense.

Add course specific text to templates

After setting up templates for the portal, you can customize some templates further, at the course level. In your course notifications you can create a text variable for:

Enrollments
Reminders
Course completions
General - a text you want to add to all notifications related to a course

See Add course specific text to notification emails about creating course-level messages to add to automated notifications.

Set up custom templates in multiple languages

Customers with mutiple languages in their portals can create custom template messages for learners in the languages learners choose in their user profiles. See Email: set up custom templates in multiple languages

Access permissions

admins with full portal permissions: can access the templates to customize their text
sub-portal admins with full portal permissions: can access and edit the sub-portal templates

Optionally, sub-portals can copy the custom email templates of their top-level portal. See Email templates: copy custom templates to a sub-portal.

Prerequisites

Each portal comes with all its templates installed. The portal lists the template when you set up and use the related features.

Note: if you let learners opt out of emails, those learners who opt out will not receive email notifications consistently. See Email opt-out.

Edit and start using a custom email template

LearnUpon provides default text and variables for each template as a starting point.

In this context, enabling a custom template means customizing the template, optionally adding more recipients, and selecting Enabled to choose this text over the default text.

The default font size for template text is 18 pt.

From main navigation go to Settings > Email > Custom Email Templates.
Select a template to open it.
Enter a Subject, and edit the text in Message using the CK editor.
Add variables to Message and Subject by selecting a variable from the list provided.
From Actions, select Send to Self to receive a preview to your email address.
When your template's content is correct, select Enabled? to start sending it to users.
Optionally: for certain templates, select additional recipients for copies:
- Bcc Course Owner
- Bcc Managers
- Cc an email address of your choosing on all emails sent: enter an address
- Bcc an email address of your choosing on all emails sent: enter an address
Save to finish.

To undo all changes to a template: from Actions, select Reset to Default.

Tip: test messages to yourself don’t show all elements. Review to confirm that all the variables are in place, and the template text makes sense.

Use cc and bcc in email templates

You can set up email templates to send copies of emails to people who aren't taking the course, including:

bcc (blind courtesy copy) emails to course owners and group managers: learners do not see the names of bcc recipients
cc (courtesy copy) and bcc emails to any other email addresses you provide: learners do see the names of cc recipients

These options are available for templates about enrollments, assignments, eCommerce, and learning paths, which typically apply to groups.

When you enable Bcc Managers on a template, all managers for the learners receiving the emails receive a copy.

The following screenshot shows the email template for enrollments, with Bcc Course Owner enabled, and a sample cc email address.

example_bcc_course_owner_and_managers_for_enrollment_email_template.png

Note: newly-assigned managers can encounter temporary delays, the first time they are assigned as a bcc recipient. If the delays persist contact the Support team.

See:

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