Email Notifications & Power Automate
Email notification toggles, when each template is sent, and Power Automate direct messages
Overview
The Notifications tab in System Settings is where you manage dedicated email preferences and optional Power Automate Teams direct messages. Many other emails still exist in the system — they are controlled by a related broader preference, a feature module, or (for a few cases) mandatory security/platform flows. Part 3 lists every customer-facing email and which control type applies.
This tab has two cards:
- Email Notification Preferences — dedicated toggles for core email types
- Power Automate Direct Messages — webhook, authentication, and event-type toggles for Teams DMs
Where to find it
Go to Admin → System Settings → Notifications. The tab is labelled Notifications, not "Email Notifications".
Tip
Email headers and logos come from Branding settings. HTML body wording is fixed — contact support if you need bespoke copy.
Who this applies to
Organisation admins who configure tenant-wide email behaviour. Learners only change opt-outs where their profile allows (for some completion-style emails).
Required permissions
Admin access to Admin → System Settings → Notifications.
Part 1 — Email Notification Preferences
The Email Notification Preferences card lists the notification types that have their own dedicated on/off checkboxes. Other emails in Part 3 are still governed by tenant email delivery, a related broader toggle, or a module setting — they are not necessarily "always on".
1
Open the Notifications tab
- Log in as an admin with permission to manage system settings
- Go to Admin → System Settings
- Select the Notifications tab
2
Review and configure dedicated toggles
These checkboxes are the dedicated toggles. Each one turns a named preference on or off for your tenant. Related emails in Part 3 may share the same preference even when they do not have their own checkbox.
| Dedicated toggle | What it controls |
|---|---|
| Password Reset Emails | Temporary password emails when an admin resets a user password |
| Course Assignment Notifications | Per-assignment emails, and the broader assignment family (including the learner digest) |
| Course Completion Notifications | Congratulations email when a learner completes a course |
| Session Reminders | Whether session reminder emails are sent (at 24 hours and 1 hour before start) |
| Overdue Course Reminders | Overdue mandatory training emails and the broader deadline-reminder / manager-chasing family |
| Welcome Emails | Welcome emails for new users (password and SSO variants) |
3
Save Notification Settings
Click Save Notification Settings at the bottom of the card. Changes apply to new notifications sent after the save.
No in-product template editor
You cannot edit email HTML or body copy from System Settings. Branding (company name and logo) is managed on the Branding tab. For custom email wording, contact TrainMeUK support.
Part 2 — Power Automate Direct Messages
Below the email preferences card, the Power Automate Direct Messages card sends selected training events to a Microsoft Power Automate HTTP trigger. Your flow can then post adaptive cards or direct messages in Teams — useful when you want richer Teams messaging than the built-in Teams Integration notifications.
1
Enable Power Automate Direct Messages
Tick Enable Power Automate Direct Messages to reveal webhook and event-type settings.
2
Add webhook URL and authentication
| Field | Purpose |
|---|---|
| Power Automate Webhook URL | URL from a flow triggered by "When a HTTP request is received" — TrainMeUK POSTs event payloads here |
| Authorization Token (Optional) | Bearer token or API key if your flow requires authenticated requests |
Keep credentials secure
Treat the webhook URL and auth token like secrets. Redact them in screenshots and internal docs.
3
Choose event types
Enable the events you want your flow to handle:
Notification Types
- Session Reminders
- Course Assignments
- Overdue Reminders
- Course Completions
System Notifications
- Password Resets (off by default)
- Welcome Messages
Tip
A typical setup: create a Power Automate flow with an HTTP trigger, add a "Post adaptive card in a chat or channel" (or Teams DM) action, map the user email from the JSON payload, paste the webhook URL here, and test with a course assignment.
4
Save Settings
Click Save Settings on the Power Automate card (separate from Save Notification Settings on the email card above).
Part 3 — Which emails are sent
The LMS sends branded emails using your company name and logo when configured. The tables below list each email type, when it is sent, who receives it, how delivery is timed, and how it is controlled.
How notification controls work
Not every email has its own checkbox. Use the How it's controlled column with these meanings:
| Control type | What it means |
|---|---|
| Dedicated toggle | Has its own checkbox on Admin → System Settings → Notifications (Email Notification Preferences). |
| Broader tenant setting | No dedicated checkbox for this exact email, but it still follows a related Notifications preference and/or overall tenant email delivery. Turning off that related preference (or disabling tenant email) stops the family of messages — it is not an always-on email. |
| Module settings | Controlled by a feature module (for example Performance Management or Course Surveys), not by a dedicated Notifications checkbox. |
| Mandatory platform / security | Required for account security or platform onboarding. Not turned off from the Notifications preference list. |
Note
Learners can still opt out of some non-critical emails from their profile (see User notification preferences below). Dedicated and broader tenant settings apply on top of that.
Account and security
| Email type | When sent | Recipients | Delivery | How it's controlled |
|---|---|---|---|---|
| Welcome | New user account created (password-based login) | New user | Immediate | Dedicated toggle: Welcome Emails |
| Welcome (SSO / Azure AD) | New user provisioned for Azure AD / Entra SSO sign-in | New user | Immediate | Broader tenant setting: Welcome Emails (SSO variant of the same preference) |
| Password reset | Admin resets a user password | User | Immediate | Dedicated toggle: Password Reset Emails |
| New organisation admin | First admin created for a new organisation (platform onboarding) | New tenant admin | Immediate | Mandatory platform / security email |
| MFA email code | Email MFA verification during login | User signing in | Immediate | Mandatory platform / security email (only when email MFA is used under Security settings) |
Courses and assignments
| Email type | When sent | Recipients | Delivery | How it's controlled |
|---|---|---|---|---|
| Course assignment | Course or learning pathway assigned | Assigned learner | Delayed ~60 minutes after assignment (queue flushes every few minutes) | Dedicated toggle: Course Assignment Notifications |
| Course completion | Learner completes a course | Learner | Immediate | Dedicated toggle: Course Completion Notifications (learners can also opt out in profile) |
| Overdue course | Mandatory training past its deadline | Learner with overdue course | Scheduled — Mondays at 10:00 UTC | Dedicated toggle: Overdue Course Reminders |
| Deadline reminders (7 / 3 / 1 days before; 3 / 7 / 14 days after) | Fixed intervals before/after course deadlines | Learner | Scheduled — daily at 09:00 UTC | Broader tenant setting: Overdue Course Reminders (same preference family; no separate checkbox per interval) |
| Learner digest | Outstanding mandatory and optional training still to complete | Learners with outstanding assignments | Scheduled — Tuesdays at 09:00 UTC (weekly if any mandatory is outstanding; otherwise every other Tuesday for optional-only) | Broader tenant setting: Course Assignment Notifications (no dedicated digest checkbox; Power Automate/Teams DM also optional when enabled) |
Note
For the full approaching and overdue deadline timeline (7 / 3 / 1 days before, then 3 / 7 / 14 days after, then every 14 days), see Course Deadlines & Reminders.
What happens automatically
With Session Reminders on, reminders send at 24 hours and 1 hour before start — those intervals are not configurable. Bookings under 5 minutes old are skipped. Expiry emails send at most once per course per user per 7 days when expiry is configured.
Sessions and trainers
| Email type | When sent | Recipients | Delivery | How it's controlled |
|---|---|---|---|---|
| Session reminder | 24 hours before start, and again 1 hour before start | Booked attendees | Scheduled — checked every 15 minutes | Dedicated toggle: Session Reminders |
| Session booking confirmation | User books onto a calendar session | Booked learner | Immediate | Broader tenant setting: session notification family (no dedicated booking checkbox; follows tenant email delivery) |
| Session cancellation | Session cancelled | All booked attendees | Immediate | Broader tenant setting: session notification family (no dedicated cancellation checkbox) |
| Post-session survey | After session marked complete (when surveys enabled) | Attendees | Scheduled — checked about every 15 minutes | Module settings: Course Surveys |
| Trainer session invitation | Trainer assigned to lead a session | Trainer | Immediate | Broader tenant setting: session/trainer notifications (no dedicated checkbox) |
| Trainer weekly roundup | Upcoming sessions for the week | Trainers with scheduled sessions | Scheduled — Mondays at 07:00 UTC | Broader tenant setting: session/trainer notifications (no dedicated checkbox) |
Training expiry and renewals
| Email type | When sent | Recipients | Delivery | How it's controlled |
|---|---|---|---|---|
| Course content expiry | Course content expiry date passes | Learners affected | Scheduled — daily at 06:00 UTC (renewal processing runs at 05:00 UTC) | Broader tenant setting: tenant email delivery when course expiry is configured (no dedicated expiry checkbox) |
| Certification expiring / expired | Completed LMS certification expires (expiring soon within 31 days, or expired) | Learner | Scheduled — daily at 06:00 UTC | Broader tenant setting: tenant email delivery / expiry jobs (no dedicated checkbox; throttled once per course per user per 7 days) |
| External certificate expiry | Uploaded external certificate nearing or past Valid To (expiring soon / urgent / expired) | Learner who holds the certificate | Scheduled — daily at 07:00 UTC | Broader tenant setting: tenant email delivery for external certificates (no dedicated checkbox) |
Tip
Expiry rules, renewal windows, and re-assignment behaviour are covered in Training Expiry & Renewals.
Managers and digests
| Email type | When sent | Recipients | Delivery | How it's controlled |
|---|---|---|---|---|
| Manager digest | Monthly team training summary | Managers | Scheduled — first Monday of each month at 09:00 UTC | Broader tenant setting: manager summary emails (no dedicated digest checkbox) |
| Manager overdue summary | Team members with overdue mandatory training | Managers | Scheduled — Thursdays at 14:00 UTC | Broader tenant setting: Overdue Course Reminders / manager chasing family (no dedicated manager-overdue checkbox) |
Performance reviews
| Email type | When sent | Recipients | Delivery | How it's controlled |
|---|---|---|---|---|
| Performance reminder | Upcoming, overdue, or stale performance review actions | Learners and managers (as applicable) | Scheduled — daily around 09:00 (performance reminder job) | Module settings: Performance Management |
| Pre-meeting submitted | Learner submits pre-meeting input | Manager | Immediate | Module settings: Performance Management |
| Performance review scheduled | Performance review meeting booked | Learner and manager | Immediate | Module settings: Performance Management |
Scheduling and throttle summary
Note
Scheduled times below are in UTC (the platform schedule). In the UK that matches GMT in winter; during British Summer Time, local clock time is one hour later.
| Job / check | Default timing (UTC) | Throttle / behaviour |
|---|---|---|
| Course assignment emails | ~60 minutes after assignment | Queued then sent in batches (processor runs every few minutes). Avoids email storms during bulk assign. |
| Session reminders | Every 15 minutes; emails at 24h and 1h before start | Dedicated Session Reminders toggle. Recent bookings/sessions (under 5 minutes) are skipped. |
| Deadline reminders (approaching / overdue ladder) | Daily at 09:00 | One reminder per interval per course per learner |
| Overdue mandatory course emails | Mondays at 10:00 | Separate weekly pass for mandatory courses past deadline |
| Manager overdue summary | Thursdays at 14:00 | Managers with team members overdue |
| Course renewal processing | Daily at 05:00 | Creates renewal assignments in the renewal window |
| Course / cert expiry emails | Daily at 06:00 | Expiring soon within 31 days; max one expiry email per course per user per 7 days |
| External certificate expiry | Daily at 07:00 | Uploaded external certificates nearing or past Valid To |
| Trainer weekly roundup | Mondays at 07:00 | Upcoming week of sessions for each trainer |
| Learner digest | Tuesdays at 09:00 | Weekly if any mandatory training is outstanding; every other Tuesday if only optional is outstanding |
| Manager digest | First Monday of each month at 09:00 | One digest per manager per month |
| Performance reminders | Daily around 09:00 (when the reminder job runs) | Based on review schedule and objective check-ins |
| Post-session surveys | About every 15 minutes | After session marked complete and surveys enabled |
User notification preferences
Learners can manage some channels from their profile under Notification Settings:
| User setting | Controls |
|---|---|
| Email Enabled | Master toggle for email notifications |
| Course Assignments | Assignment emails |
| Session Reminders | Session reminder emails |
| Completion Notifications | Course completion emails |
| Teams (Power Automate) | Whether Power Automate DMs are sent to this user |
Note
Dedicated toggles on the Notifications tab apply tenant-wide. Broader-family emails follow the related preference described in Part 3. If a preference is enabled but a user has turned that channel off in their profile, the user's preference wins for opt-out-capable emails. Mandatory platform / security emails (such as MFA codes) still send when that security flow is used.
Branding and email content
All templates share a consistent layout: greeting, highlight boxes, call-to-action buttons, and a branded header. Configure your organisation's appearance on the Branding tab:
- Company name — appears in email subjects and headers
- Logo — shown in the email header (preview available on the Branding tab)
Warning
HTML body text, layout blocks, and subject-line wording are not self-serve. Contact TrainMeUK support if you need customised template copy.
FAQ
Why are users not receiving emails?
- Confirm the notification type is enabled on the Notifications tab
- Check the user's profile notification preferences
- Ask the user to check spam/junk and verify their email address
- Confirm branding was saved if emails look unbranded
- See Troubleshooting Email Delivery
Why was a session reminder not sent?
- Session must still be scheduled and within the 24h or 1h reminder window
- Recent bookings (under 5 minutes) are intentionally skipped
- Verify Session Reminders is enabled on the Notifications tab
Why are expiry emails missing?
- Confirm expiry is configured on the course
- System sends at most one expiry notification per course per user per 7 days
- See Training Expiry & Renewals
Power Automate shows "Authorisation failed"
- Match the auth type on your HTTP trigger (usually Raw Bearer token)
- Paste the token from the trigger into Authorization Token on the Notifications tab
- Re-test the flow in Power Automate before saving
When should I contact support?
For bespoke HTML/subject copy, or when the right toggle is on, spam is ruled out, and a template still never arrives. Include notification type, approximate time, and user email domain — not passwords or tokens.
Related Guides
- Troubleshooting Email Delivery — symptom-led checks when mail does not arrive
- Branding Settings — company name and logo in emails
- Course Deadlines & Reminders — approaching and overdue reminder timeline
- Training Expiry & Renewals — certification expiry emails and renewals
- Teams Integration — native Teams notifications (alternative to Power Automate)
- Survey Configuration — post-session survey emails