Email Notification Settings

Overview

The LMS sends various email notifications to keep users informed about:

• New training assignments
• Upcoming deadlines
• Session bookings and reminders
• Certificate availability
• Manager reports

How It Works

The email notification system automatically sends relevant emails to users, trainers, and managers based on events and schedules. Notifications help keep everyone informed and ensure training is completed on time.

Notification Triggers

Emails are sent automatically when specific events occur:

• Assignment Events - When courses are assigned to users or groups
• Time-Based Reminders - Scheduled emails before deadlines or sessions
• Status Changes - When sessions are cancelled, courses completed, or certificates generated
• Booking Events - When users book or cancel session bookings
• Scheduled Digests - Regular summaries (weekly, monthly) sent to managers

How Reminder Scheduling Works

For training with deadlines:

1. Assignment Notification - User receives email when training is assigned
2. Reminder Schedule - System calculates reminder dates based on due date
3. First Reminder - Sent X days before deadline (e.g., 7 days before)
4. Subsequent Reminders - Additional reminders as deadline approaches (e.g., 3 days, 1 day)
5. Overdue Notification - Sent when training becomes overdue
6. Escalation - Managers may receive alerts for overdue training

Notification Recipients

Different types of users receive different notifications:

Email Delivery System

How emails are sent:

• SMTP Configuration - Emails are sent through your configured SMTP server
• Immediate Sending - Most notifications are sent immediately when events occur
• Scheduled Delivery - Reminders and digests are scheduled and sent at the right time
• Email Templates - Professional templates ensure consistent branding
• Personalization - Emails include user names, course details, and relevant links
• Delivery Tracking - System tracks email delivery status

User Notification Preferences

Users may have control over:

• Which notifications they receive (if enabled in settings)
• Email frequency preferences
• Digest vs individual email options

Types of Notifications

For Learners

For Trainers

For Managers

Configuring Email Notifications

Accessing Settings

1. Log in as an Admin
2. Go to Admin → Settings
3. Find the Email Notifications section

Available Settings

• Enable/Disable - Turn specific notifications on or off
• Timing - When reminders are sent
• Frequency - How often digests are sent
• Recipients - Who receives which notifications

Reminder Settings

Configure when training reminders are sent:

• Days before due date (e.g., 7, 3, 1 days before)
• Escalation for overdue training
• Maximum number of reminders

Email Templates

Emails are sent using your organisation's branding.

What's Included

• Organisation logo
• Consistent styling
• Clear call-to-action buttons
• Links to the LMS

Best Practices

Don't Over-Notify

• Too many emails leads to email fatigue
• Important messages get ignored
• Balance helpfulness with volume

Appropriate Timing

• Send reminders during working hours
• Give enough notice for action
• Consider time zones for global organisations

Clear Subject Lines

• ✅ "Training Due: Fire Safety - Complete by Friday"
• ✅ "Session Reminder: Leadership Workshop Tomorrow"
• ❌ "Notification from LMS"

Troubleshooting