The "User moved from a pre-boarding account to their onboarding state" notification is sent to a learner when their account transitions from pre-boarding to active onboarding status. This happens through specific HR integrations (such as HiBob or CatalystOne) that manage the onboarding lifecycle.

This notification is triggered when:

This notification is not triggered manually from the Learnster Studio interface — it is exclusively used by integrations that support pre-boarding workflows.

This notification is sent as Email only — in-app notifications are not supported for this message type.

The email includes these shortcodes: first_name, last_name, portal_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Welcome to Learnster message" notification is sent when:

When turned off, no emails will be sent out when a new account is added to Learnster. If new accounts are created while this system message is off, and it is turned on afterwards no messages will be sent retroactively.

You can manually send out a new Welcome to Learnster message in two ways:

This notification is sent as Email only — in-app notifications are not supported for this message type.

The email includes these shortcodes: first_name, last_name, signup_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Learner's course enrollment waiting manager approval" notification is sent to the learner when they request to enroll in a course that requires manager approval.

This notification is only triggered on courses where automatic enrollment is not enabled — meaning someone (typically a manager or admin) needs to approve the enrollment request before the learner is added to the course.

When the learner submits their enrollment request, two notifications are sent at the same time:

When turned off, learners will still be able to request enrollment, but won't receive a confirmation that their request is pending. This may lead to confusion, as the learner won't know their request was received.

After the manager acts on the request, the learner will receive either "Course enrollment was manually approved" or "Course enrollment was rejected" depending on the outcome.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, instructor_name, session_start_date, session_end_date, session_location, training_provider_name, training_provider_email, and training_provider_phone.

The "Learner invited to scheduled event via calendar" notification is sent to learners when they need to attend a scheduled event as part of a course. The email includes a calendar invitation file (.ics) that the learner can add to their calendar app (e.g. Google Calendar, Outlook).

This notification is triggered in the following situations:

The calendar file includes the event name, date and time, time zone, location (if applicable), and online meeting link (if applicable). It also includes built-in reminders at 24 hours and 1 hour before the event.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

When turned off, learners will still be enrolled on the course and can still see the scheduled events — but they won't receive the calendar invitation email. Learners can still manually download a calendar file from the course page in Learnster using the "Add to Calendar" button.

The "Learner enrolled on/added to a course" notification is sent when a learner is added to a course. This can happen through any of the following:

This notification is sent as both an Email and an in-app Notification.

If a learner is enrolled in multiple courses at the same time, they will receive a single combined notification instead of separate ones for each course (see "Learner enrolled on/added to multiple courses").

When turned off, learners will still be enrolled on the course — they simply won't receive a notification about it.

You can also set this notification to "Send only if user has logged in once", which is useful if you want to avoid notifying learners who haven't yet activated their account.

The "Course is full, learner added to waitlist" notification is sent to a learner when they try to enroll on a course that has reached its maximum number of participants. Instead of being enrolled, the learner is placed on a waiting list.

This notification is triggered when:

The notification includes the learner's queue position in the waitlist, so they know where they stand.

When a spot opens up (e.g. another learner is unenrolled or the maximum participants limit is increased), the next learner in the waitlist queue is automatically enrolled and receives the "Learner enrolled on/added to a course" notification.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

When turned off, learners will still be added to the waitlist — they simply won't be notified about it. They can still see their waitlist status on the course page in Learnster.

The "Course enrollment was rejected" notification is sent to a learner when an admin or manager dismisses their enrollment request.

This notification is triggered when:

This notification is not sent when a learner unenrolls themselves — that is handled by a separate notification ("Learner has unenrolled from a course").

This notification is sent as Email, in-app Notification, and SMS (if enabled).

This notification is always active and cannot be turned off. Whenever an enrollment request is dismissed, the learner will be notified.

The "Course enrollment was manually approved" notification is sent to a learner when an admin or manager approves their enrollment request on a course that does not have automatic enrollment enabled.

This notification is triggered when:

This notification includes a direct link to the course in the learner portal, so the learner can go directly to the course after being approved.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

This notification is always active and cannot be turned off. Whenever an enrollment request is approved, the learner will be notified.

The "Course enrollment was automatically approved" notification is sent to a learner when they are enrolled on a course that has automatic enrollment enabled. No admin or manager action is needed — the learner is approved and enrolled immediately.

This notification is triggered when:

This notification is only sent for published courses. If the course is still in draft, no notification is sent even if the learner is added.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

This notification is always active and cannot be turned off.

The "Course enrollment to manager for approval" notification is sent to administrators, direct managers, and users in relevant positions (course roles, team roles, and direct manager roles) when a learner requests enrollment on a course that requires manual approval.

This is the counterpart to "Learner's course enrollment waiting manager approval" — when a learner submits an enrollment request, both notifications are sent at the same time: the learner receives confirmation that their request is pending, while the managers and admins receive this notification so they can act on it.

When is it triggered?

This notification is not sent when automatic enrollment is enabled on the course.

Who receives it?

Unlike most notifications which go to the learner, this one goes to the people who can approve or decline the request. Exactly who receives it depends on how the course's Enrollment Notifications are configured in the course timeline settings:

Recipients must also have the Manage Enrollment permission to receive this notification.

What's in the message?

The email includes details about the enrollment request and contains Approve and Decline action links, allowing the recipient to act on the request directly from the email without having to open Learnster Studio.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

This notification is always active and cannot be turned off. However, you can control who receives it by toggling the "Registration Requests" setting for each recipient group in the course's Enrollment Notifications settings.

This notification is only sent for published courses.

The "Learner enrolled on/added to multiple courses" notification is sent to a learner when they are added to more than one course at the same time. Instead of receiving a separate "Learner enrolled on/added to a course" notification for each course, the learner gets a single combined message listing all courses they were just enrolled in.

This notification is triggered when:

The email includes a list of all courses the learner was enrolled in, with links to each course in the learner portal.

This notification is sent as Email, in-app Notification, and SMS (if enabled). Only active (published) courses are included.

When a learner is added to just a single course, they receive the "Learner enrolled on/added to a course" notification instead.

The "Learner has unenrolled from a course" notification is sent to administrators, direct managers, and position holders when a learner cancels their own enrollment in a course. The learner themselves does not receive this notification.

This notification is triggered when:

This notification is not triggered when an admin or manager dismisses an enrollment request — that action sends the "Course enrollment was rejected" notification to the learner instead.

Who receives this notification is controlled by the Enrollment Notifications settings on each course (under the Enrollments tab). There are separate toggles for:

Recipients must have the View Enrollment permission to receive this notification.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

This notification is always active and cannot be turned off individually. The only way to control delivery is through the Enrollment Notifications toggles described above.

The email includes these shortcodes: first_name, team_member_name, course_name, session_start_date, session_end_date, session_location, and session_enrollment_history (a link to the enrollment history page in Studio).

The "Instructor has marked course as failed" notification is sent to a learner when an instructor or administrator marks their course as failed.

This notification only applies to courses where the Completion criteria is set to Manual. With manual completion, an instructor or admin must explicitly approve or reject each learner's course result.

This notification is triggered when:

The notification is sent with a 7-minute delay after the action, giving the instructor a window to correct a mistake before the learner is notified.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes details about the course and the instructor, using shortcodes such as: first_name, last_name, course_name, instructor_name, session_start_date, session_end_date, session_date_range, session_location, session_completion_date, portal_url, course_portal_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Assignment marked as incorrect by Instructor" notification is sent to a learner when an instructor or admin marks their assignment activity submission as incorrect (failed).

This notification is triggered when:

The notification is sent with a 7-minute delay after the action, giving the instructor a window to correct a mistake before the learner is notified. If the instructor changes the status again within those 7 minutes, only the final state triggers a notification.

This notification only applies to Assignment activities — not to other activity types like quizzes or content blocks.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Assignment marked as correct by Instructor" notification is sent to a learner when an instructor or admin marks their assignment activity submission as correct (passed).

This notification is triggered when:

The notification is sent with a 7-minute delay after the action, giving the instructor a window to correct a mistake before the learner is notified. If the instructor changes the status again within those 7 minutes, only the final state triggers a notification.

This notification only applies to Assignment activities — not to other activity types like quizzes or content blocks.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Assignment activity waiting for review" notification is sent to instructors and course admins when a learner submits an assignment activity that requires manual review. The learner themselves does not receive this notification.

This notification is triggered when:

The notification is sent with a 7-minute delay after submission, so if a learner makes quick edits or resubmissions, only one notification is sent.

Who receives it?

This notification is sent to users based on role-based notification settings. The recipients are determined by who has been assigned the "Assignment waiting for review" notification permission for the course — typically instructors and course admins with the relevant role.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, participant_progress_url (a direct link to the learner's progress), training_provider_name, training_provider_email, and training_provider_phone.

The "Certification period reminder" notification is a recurring nag reminder sent to learners who have not yet completed a course with Fixed Periods compliance settings. It periodically reminds them that they need to finish the course to stay compliant.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners who are still in a "Not Certified" status within an active certification period.

When is it sent?

This notification can be toggled on or off per course in the compliance settings. It also supports custom notification templates, allowing you to customise the message content.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, studio_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Course block date is deleted" notification is sent to learners when a scheduled block in their course is deleted or changed to a non-scheduled type. The email includes a calendar cancellation so the event is automatically removed from the learner's calendar.

This notification is triggered when:

The notification is sent with a 7-minute delay after the action, giving the admin a window to undo or correct the change.

This notification is only sent for published courses. Changes to unpublished courses do not trigger notifications.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, portal_url, studio_url, course_portal_url, event_update_calendar (calendar cancellation file), and event_location.

The "Course block date is updated" notification is sent to learners when a scheduled block in their course has its date, location, or online meeting details changed. The email includes an updated calendar invitation so the event is automatically updated in the learner's calendar.

This notification is triggered when any of the following change on a scheduled block in a published course:

The notification is sent with a 7-minute delay after the change, giving the admin a window to make additional edits before learners are notified.

This notification is only sent for published courses and only for scheduled blocks. Changes to unscheduled blocks or unpublished courses do not trigger notifications.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, portal_url, studio_url, course_portal_url, event_update_calendar (updated calendar file), event_url, event_password, event_description, and event_location.

The "Course block deadline has passed reminder" notification is sent to learners who have not completed a course block after its deadline has passed.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners who have unfinished activities in blocks whose deadlines have passed.

When is it sent?

The timing can be configured in the course's reminder settings under Block Deadlines.

This notification is always active and cannot be toggled off individually. It is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, block_deadline_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Course block deadline is approaching reminder" notification is sent to learners who have not completed a course block before its deadline is about to pass.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners who have unfinished activities in blocks with upcoming deadlines.

When is it sent?

The timing can be configured in the course's reminder settings under Block Deadlines — use the "days before the deadline" setting.

This notification is always active and cannot be toggled off individually. It is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, block_deadline_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Course deadline has passed reminder" notification is sent to learners who have not completed a course after its overall deadline has passed.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners who are not finished with their course after the deadline.

When is it sent?

The timing is configured in the course's reminder settings under Course Deadline. Admins set the number of days after the deadline to send the reminder. The system supports multiple reminder rules — for example, reminders can be sent to both the learner and their manager/admin.

This notification supports custom notification templates, allowing you to customise the message content for different reminder rules.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, session_deadline_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Course deadline is approaching reminder" notification is sent to learners who have not completed a course before its deadline is about to pass.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners who are not finished with their course and whose deadline is coming up.

When is it sent?

The timing is configured in the course's reminder settings under Course Deadline — use the "Send a reminder" toggle and set the number of "days before course deadline". The system supports multiple reminder rules — for example, reminders can be sent to both the learner and their manager/admin.

This notification supports custom notification templates, allowing you to customise the message content for different reminder rules.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, session_deadline_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Course deadline of student has passed" notification is sent to managers and admins when a learner has not completed a course after its deadline has passed. This is the manager/admin counterpart to "Course deadline has passed reminder" (which goes to the learner).

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and notifies the relevant managers and admins about learners who missed their course deadline.

When is it sent?

Who receives it?

This notification is sent to the learner's managers, admins, or position holders — depending on how the course's deadline reminder rules are configured. The "to" field in each reminder rule determines the recipient (e.g. direct manager, admin, or specific position).

This notification supports custom notification templates, allowing you to customise the message content for different reminder rules.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, session_deadline_date, triggered_by_user (the learner's name), training_provider_name, training_provider_email, and training_provider_phone.

The "Course deadline of student is approaching" notification is sent to managers and admins when a learner has not completed a course and its deadline is approaching. This is the manager/admin counterpart to "Course deadline is approaching reminder" (which goes to the learner).

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and notifies the relevant managers and admins about learners whose course deadline is coming up.

When is it sent?

Who receives it?

This notification is sent to the learner's managers, admins, or position holders — depending on how the course's deadline reminder rules are configured. The "to" field in each reminder rule determines the recipient.

This notification supports custom notification templates, allowing you to customise the message content for different reminder rules.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, session_deadline_date, triggered_by_user (the learner's name), training_provider_name, training_provider_email, and training_provider_phone.

The "Course event date is updated" notification is sent to learners when a specific event within a multi-event scheduled block has its details changed. The email includes an updated calendar invitation so the event is automatically updated in the learner's calendar.

This notification is triggered when any of the following change on an event within a scheduled block in a published course:

This notification only applies to courses that use multi-event blocks (blocks with individual events that learners can subscribe to). For standard scheduled blocks without separate events, the related notification "Course block date is updated" is used instead.

The notification is sent with a 7-minute delay after the change, giving the admin a window to make additional edits before learners are notified.

This notification is only sent for published courses.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, portal_url, studio_url, course_portal_url, event_update_calendar (updated calendar file), event_url, event_password, event_description, and event_location.

The "Course event is deleted" notification is sent to learners who were subscribed to a specific event within a multi-event scheduled block when that event is deleted. The email includes a calendar cancellation so the event is automatically removed from the learner's calendar.

This notification is triggered when:

Unlike "Course block date is deleted" (which is sent to all learners in the course), this notification is only sent to learners who were subscribed to the specific event that was deleted.

The notification is sent with a 7-minute delay after the action, giving the admin a window to undo or correct the change.

This notification is only sent for published courses.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, portal_url, studio_url, course_portal_url, event_update_calendar (calendar cancellation file), and event_location.

The "Reminder about recertification period start" notification is sent to learners when a new recertification period begins on a course with Recurring Periods compliance settings. It lets the learner know it's time to redo the course to maintain their compliance.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a learner's recertification period starts and sends the notification accordingly.

When is it sent?

This notification can be toggled on or off per course in the compliance settings under "Recertification Notification". It also supports custom notification templates, allowing you to customise the message content.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, date_of_compliance_end, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Session Block Published" notification is sent to learners when a new block is published in a course they are enrolled in. This typically happens when an admin adds content to a course after learners have already been enrolled.

This notification is sent automatically on a schedule — it is not triggered immediately when the block is published. The system checks periodically and sends notifications to learners who have new published blocks they haven't been notified about yet.

When is it sent?

The timing is based on the block's publish date. By default, the notification is sent on the day the block is published, with a maximum delay window of 2 days.

This notification is always active and cannot be toggled off individually.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Your course is about to start reminder" notification is sent to learners as a reminder before their course's start date.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners whose course is about to begin.

When is it sent?

The timing is configured in the course's reminder settings. Admins set the number of days before the course start date to send the reminder.

This notification is always active and cannot be toggled off individually.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, instructor_name, session_start_date, session_end_date, session_location, course_portal_url, and training_provider_name, training_provider_email, training_provider_phone.

The "Certificate expired. Recertification period ended - Learner notification" is sent to a learner when their certification has expired on a course with Recurring Periods compliance settings. It notifies them that their recertification period has ended and they are no longer compliant.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a learner's certification expiration date has passed and sends the notification accordingly.

When is it sent?

This notification can be toggled on or off per course in the compliance settings under "Expiration Notification". It also supports custom notification templates, allowing you to customise the message content.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, date_of_compliance_end, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Certificate expired. Recertification period ended - Manager and Admin notification" is sent to managers and admins when a learner's certification has expired on a course with Recurring Periods compliance settings. It notifies the responsible people that the learner is no longer compliant.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a learner's certification expiration date has passed and notifies the relevant managers and admins.

When is it sent?

Who receives it?

This notification is sent to the learner's managers, admins, or position holders — depending on how the course's compliance notification rules are configured.

This notification can be toggled on or off per course in the compliance settings under "Expiration Notification". It also supports custom notification templates, allowing you to customise the message content.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, date_of_compliance_end, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Learner completed a course" notification is sent to a learner when they have successfully completed a course and a certificate is generated.

This notification is triggered when:

The course must have "Generate certificate" enabled in its certificate settings. If the course does not generate a certificate, the learner receives "Learner completed a course without a certificate" instead.

The notification is sent with a 7-minute delay after completion, giving the instructor a window to correct a mistake before the learner is notified.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, instructor_name, session_start_date, session_end_date, session_date_range, session_location, session_completion_date, portal_url, course_portal_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Learner completed a course without a certificate" notification is sent to a learner when they have successfully completed a course that does not generate a certificate.

This notification is triggered when:

The course must have "Generate certificate" disabled in its certificate settings. If the course generates a certificate, the learner receives "Learner completed a course" instead.

The notification is sent with a 7-minute delay after completion.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, instructor_name, session_start_date, session_end_date, session_location, course_portal_url, training_provider_name, training_provider_email, and training_provider_phone.

The "New External Course Entry Submitted for Review" notification is sent to managers and team managers when a learner submits an external course history entry for review. The learner themselves does not receive this notification.

This notification is triggered when:

External course entries allow learners to log courses they completed outside of Learnster. When submitted, the relevant managers are notified so they can review and approve the entry.

Who receives it?

This notification is sent to the learner's direct managers and team managers.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, portal_url, studio_url, external_history_course_name (the name of the external course), external_history_user_name (the learner who submitted the entry), training_provider_name, training_provider_email, and training_provider_phone.

The "Course Suggestion sent" notification is sent to a learner when another user suggests a course to them. The person who made the suggestion does not receive this notification.

This notification is triggered when:

Course suggestions allow users to recommend courses to their colleagues. When a suggestion is sent, the recipient receives this notification with a link to the suggested course.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: course_name, portal_url, course_portal_url, name_of_suggestee (the person who made the suggestion), name_of_user_that_received_suggestion, message_from_suggestee (optional personal message), training_provider_name, training_provider_email, and training_provider_phone.

The "Course Suggestion realized" notification is sent to the person who made the suggestion when the learner they suggested a course to actually enrolls in that course.

This notification is triggered when:

This is the follow-up to "Course Suggestion sent". It lets the person who made the suggestion know that their recommendation was acted upon.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: course_name, portal_url, course_portal_url, name_of_suggestee (the person who made the suggestion), name_of_user_that_received_suggestion, message_from_suggestee, training_provider_name, training_provider_email, and training_provider_phone.

The "Learner forgot password" notification is sent when a password reset is triggered for a learner. This can happen in two ways:

This notification is sent as Email only — there is no in-app notification or SMS for password resets.

The email contains a unique password reset link that allows the learner to set a new password. Each link is single-use and expires after a set time for security.

This notification can be set to "Always Send" or "Send only if user has logged in once".

The "Multi-Factor Authentication OTP Code" notification is sent to a learner when they need to verify their identity using multi-factor authentication (MFA) during login.

This notification is triggered when:

This notification is sent as Email only — there is no in-app notification or SMS for OTP codes.

The email includes a time-sensitive OTP code that the learner must enter on the login page. The code expires after a short period for security.

The email includes these shortcodes: first_name, last_name, and otp_code.

The "Student account is about to be deleted" notification is sent to a learner when their account is scheduled for deletion based on the workspace's User retention policy.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners whose accounts are approaching the deletion date.

When is it sent?

This notification can be toggled on or off in the retention policy settings.

This notification is sent as Email only — in-app notifications are not supported for this message type.

The email includes these shortcodes: first_name, last_name, portal_url, days_before_account_deletion, training_provider_name, training_provider_email, and training_provider_phone.

The "Reminder about recertification period start - Manager and Admin notification" is sent to managers and admins when a learner's recertification period begins on a course with Recurring Periods compliance settings. It notifies the responsible people that the learner needs to redo the course.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a learner's recertification period starts and notifies the relevant managers and admins.

When is it sent?

Who receives it?

This notification is sent to the learner's managers, admins, or position holders — depending on how the course's compliance notification rules are configured.

This notification can be toggled on or off per course in the compliance settings under "Recertification Notification". It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, date_of_compliance_end, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Reminder about recertification period start - Learner notification" is sent to a learner when their recertification period begins on a course with Recurring Periods compliance settings. It lets them know it's time to redo the course to maintain compliance.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a learner's recertification period starts and sends the notification accordingly.

When is it sent?

This notification can be toggled on or off per course in the compliance settings under "Recertification Notification". It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, date_of_compliance_end, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Reminder about recertification period start" notification is a recurring nag reminder sent to learners who need to redo a course with Recurring Periods compliance settings. Unlike the one-time recertification start notification, this reminder can be sent periodically until the learner completes the course or their certification expires.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders based on the configured interval.

When is it sent?

You can configure when reminders stop being sent — either when the learner completes the course or when the certification expires.

This notification can be toggled on or off per course in the compliance settings. It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, date_of_compliance_end, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Course participant removed after compliance period expiration" notification is sent to a learner when they are automatically removed from a course because their compliance period has expired on a course with Recurring Periods settings.

This notification is sent automatically — it is not triggered by any specific user action. The system detects when a learner's compliance period has expired and, based on the course's recurring settings policy, removes them from the course and sends this notification.

When is it sent?

This notification is always active and cannot be toggled off individually. It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Certification period start - Manager and Admin notification" is sent to managers and admins when a new certification period begins on a course with Fixed Periods compliance settings. It notifies the responsible people that learners need to complete the course within the new period.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a new certification period starts and notifies the relevant managers and admins.

When is it sent?

Who receives it?

This notification is sent to the learner's managers, admins, or position holders — depending on how the course's compliance notification rules are configured.

This notification can be toggled on or off per course in the compliance settings under "Certification Period Starts Notification". It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, studio_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Certification period start - Learner notification" is sent to a learner when a new certification period begins on a course with Fixed Periods compliance settings. It lets the learner know it's time to complete the course to become certified within the new period.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a new certification period starts and sends the notification to enrolled learners who have not yet completed the course.

When is it sent?

This notification can be toggled on or off per course in the compliance settings under "Certification Period Starts Notification". It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, studio_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Certification period reminder" notification is a recurring nag reminder sent to learners who have not yet completed a course with Fixed Periods compliance settings. It periodically reminds them that they need to finish the course to stay compliant.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners who are still in a "Not Certified" status within an active certification period.

When is it sent?

This notification can be toggled on or off per course in the compliance settings. It also supports custom notification templates, allowing you to customise the message content.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, studio_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Certificate expired. Recertification period ended - Manager and Admin notification" is sent to managers and admins when a learner's certification has expired on a course with Recurring Periods compliance settings. It notifies the responsible people that the learner is no longer compliant.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a learner's certification expiration date has passed and notifies the relevant managers and admins.

When is it sent?

Who receives it?

This notification is sent to the learner's managers, admins, or position holders — depending on how the course's compliance notification rules are configured.

This notification can be toggled on or off per course in the compliance settings under "Expiration Notification". It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, date_of_compliance_end, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Certificate expired. Recertification period ended - Learner notification" is sent to a learner when their certification has expired on a course with Recurring Periods compliance settings. It notifies them that their recertification period has ended and they are no longer compliant.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system detects when a learner's certification expiration date has passed and sends the notification accordingly.

When is it sent?

This notification can be toggled on or off per course in the compliance settings under "Expiration Notification". It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, course_name, course_portal_url, portal_url, date_of_compliance_end, session_start_date, session_end_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Book a course, learner enrolled on a blended/scheduled course" notification is sent to a learner when they enroll in a course through the Book a Course module and the course has scheduled dates (a blended or scheduled course).

This notification is triggered when:

If the booking also includes a payment, the learner will additionally receive either "Card payment receipt" or "Invoice payment receipt" depending on the payment method.

This notification is sent as Email only — in-app notifications are not supported for Book a Course notifications.

The email includes these shortcodes: first_name, last_name, course_name, instructor_name, session_start_date, session_end_date, session_date_range, session_price_incl_tax, session_price_excl_tax, session_location, session_currency, course_portal_url, session_calendar (calendar file), training_provider_name, training_provider_email, and training_provider_phone.

The "Book a course, learner enrolled on an online/not scheduled course" notification is sent to a learner when they enroll in a course through the Book a Course module and the course does not have scheduled dates (an online or self-paced course).

This notification is triggered when:

If the booking also includes a payment, the learner will additionally receive either "Card payment receipt" or "Invoice payment receipt" depending on the payment method.

This notification is sent as Email only — in-app notifications are not supported for Book a Course notifications.

The email includes these shortcodes: first_name, last_name, course_name, instructor_name, session_price_incl_tax, session_price_excl_tax, session_location, session_currency, course_portal_url, training_provider_name, training_provider_email, and training_provider_phone.

The "Card payment receipt" notification is sent to a learner as a payment confirmation when they pay for a course with a credit card through the Book a Course module.

This notification is triggered when:

This notification is sent alongside the course enrollment notification ("Book a course, learner enrolled on a blended/scheduled course" or "Book a course, learner enrolled on an online/not scheduled course").

This notification is sent as Email only — in-app notifications are not supported for payment receipts.

The email includes these shortcodes: first_name, last_name, course_name, session_start_date, session_end_date, session_date_range, session_price_incl_tax, session_price_excl_tax, session_location, session_currency, payment_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Invoice payment receipt" notification is sent to a learner as a payment confirmation when they pay for a course with an invoice through the Book a Course module.

This notification is triggered when:

This notification is sent alongside the course enrollment notification ("Book a course, learner enrolled on a blended/scheduled course" or "Book a course, learner enrolled on an online/not scheduled course").

This notification is sent as Email only — in-app notifications are not supported for payment receipts.

The email includes these shortcodes: first_name, last_name, course_name, session_start_date, session_end_date, session_date_range, session_price_incl_tax, session_price_excl_tax, session_location, session_currency, payment_date, training_provider_name, training_provider_email, and training_provider_phone.

The "Learner initiative survey reminder" notification is sent to learners as a reminder to complete a survey associated with an initiative (Orchestrator module).

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to learners who need to complete a survey.

When is it sent?

This notification can be toggled on or off per initiative. It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, initiative_name, session_names (the courses in the initiative), and survey_url (direct link to the survey).

The "Owner initiative survey reminder" notification is sent to initiative owners as a reminder to complete a survey associated with an initiative (Orchestrator module). Initiative owners are typically managers or admins responsible for overseeing the initiative.

This notification is sent automatically on a schedule — it is not triggered by any specific user action. The system checks periodically and sends reminders to initiative owners who need to complete a survey.

When is it sent?

This notification can be toggled on or off per initiative. It also supports custom notification templates.

This notification is sent as Email, in-app Notification, and SMS (if enabled).

The email includes these shortcodes: first_name, last_name, initiative_name, session_names (the courses in the initiative), initiative_student_names (the learners in the initiative), and survey_url (direct link to the survey).