Summary
Review examples of email notifications for ILT Center, available for training owners, instructors and learners.
ILT Center features are available to all customers on request.
Webinar integrations are available depending on your LearnUpon plan.
See ILT Center: overview and features for background about the ILT Center.
ILT Center notifications: overview
You can set up automated messages to reach training owners, instructors and learners as required. All notifications are optional. Set as many or as few as required for your organization’s needs.
These email notifications can include calendar invites for learners and instructors to add sessions straight to their own Gmail, Outlook and Yahoo calendars.
ILT Center notifications replace the ILT notifications designed for legacy ILTs, from Courses > my course name > Notifications, described in Course notifications: set automated messages for course events.
You set notifications at the training level, rather than the course or the session level. See ILT Center: create and edit an ILT module.
The automated notifications to training owners and instructors are not editable.
Admins can edit notifications to learners, and tailor the text in an email template. See:
The following screenshot shows all the notifications, as they appear when you set up training through the ILT Center. In this example all notifications are turned on.
Tip: The sample screenshots in this article are for online sessions through Zoom. The notifications use iCal attachments.
Notifications and waitlists
When you set up training through the ILT Center, you can include an optional waitlist. LearnUpon doesn't notify learners about joining the waitlist - only about their session registration when they are successfully registered.
If you send the default course enrollment notifications, learners can receive:
- a course enrollment email
- a session registration for each ILT session in the course
If the training does not have a waitlist, then when the sessions are full, learners no longer see the sessions to request.
Prerequisites
To send notifications for training, you must turn on the ILT notification feature for the portal. See Instructor Led Training (ILT): overview.
If the feature is turned off, you'll see a notice when you add or edit notifications in the training. The following screenshot shows the notice.
The notice reads:
ILT notifications are currently disabled on this portal, so users can't receive email invitations and updates.
Note: ILT Center notifications require an email address. For organizations that have usernames as unique identifiers, make sure that all recipients - training owners, instructors and learners - have a valid email address in their profile.
See the following portal-level settings which affect email messages:
- Messages and email: set options for the portal about setting the portal name for email messages
- Email opt-out about allowing users to opt out of receiving email from the portal.
If your learners opt out, they will not receive email notifications about ILT Center sessions.
Access permissions to set notifications
Setting notifications is part of creating training in the ILT Center.
See ILT Center: create and edit an ILT module.
Only admins with full portal permissions can edit email templates for notifications.
These templates are available for both top level and sub portals.
See Portal setup: create admin accounts.
Notifications for training owners
ILT added to a course
A training owner receives an email message when someone adds their ILT to a course. The following screenshot shows the message to the ILT owner when the ILT is added to a course.
New session scheduled
A training owner receives an email message when someone schedules new sessions for an ILT .The following screenshot is an example of the message to the ILT owner about a new session.
Notifications for instructors
You select the calendar format for ILT Center notifications when you turn on the ILT Center feature. See Instructor Led Training (ILT): overview.
Session assignment
An instructor receives email when someone assigns the instructor to a session. The following screenshot is an example of the message to the ILT instructor about a new session.
Session update
An instructor receives email when someone updates a session - for example, changes the date, time, timezone, or capacity. The following screenshot is an example of the message to the ILT instructor about a change in the session.
Session cancellation
An instructor receives email when someone cancels a session. The following screenshot shows the notification sent to an instructor about a cancelled session.
Tip: LearnUpon doesn't send a notification if a learner cancels their individual place on a session. This notification applies only if the entire session is cancelled, for learners and instructors both.
Session reminder
An instructor receives 1 reminder email of a coming session, a fixed number of days before the session. You set the number of days in advance in the module.
The following screenshot shows the reminder notification sent to an instructor assigned to a session.
Notifications for learners
You set the calendar format for ILT Center notifications when you turn on the ILT Center feature. See Instructor Led Training (ILT): overview.
Session registration
A learner receives an email with an optional iCal or invitation about a coming session. The message is the same whether the learner enrolls themselves, or is enrolled by someone else. The following screenshot is an example of the session registration sent to learners with an iCal attachment.
Session update
A learner receives an email with an optional iCal or invitation when someone updates a session - for example, changes the date, time, timezone, or capacity. The following screenshot is an example of the session update sent to learners.
Session cancellation
A learner receives an email with an optional iCal or invitation when someone cancels the session.The following screenshot is an example of the session cancellation message sent to learners.
Registration cancelled
A learner receives an email with an optional iCal or invitation when their registration is cancelled. Either the learner cancelled their registration themselves, or an admin cancelled their registration. The session is still going ahead, but this learner isn't attending it.
The option for any user type to cancel registrations is available only for manual registrations. It's not available for automatic registrations.
The learner can potentially register for another session, if the training settings allow them to choose another session. See ILT Center: create and edit an ILT module.
The following screenshot is an example of the registration cancellation message sent to learners.
Training reminder
A learner receives a reminder email of a coming session, a fixed number of days before the session.
The following screenshot shows the reminder notification sent to a learner.
See: