Notifications in Learn365: overview and management

Introduction

Learn365 includes a range of notifications that are automatically sent to users by email, Microsoft Teams notifications (enabled by the LMS admin), and push notifications in the mobile app.

Notifications can apply to a specific catalog (catalog notifications) or to all catalogs on your tenant (global notifications).

The notifications cover training and compliance flows, such as confirming enrollment or unenrollment, reminding learners of an expired certificate, prompting learners to sign up for a session in a course, sending calendar invitations, etc. Catalog admins can customize catalog notifications and control which ones will be sent. LMS admins can do the same for global notifications.

This guide provides an overview of Learn365 notifications and how they can be managed: where to manage notifications, how to enable Learn365 to send email notifications, an overview of the Notifications page, notification types and templates, how to enable/disable templates, and how to edit and reset notification templates.

Where to start

Required role: LMS admin at global level or catalog admin at catalog level.

Catalog notifications are managed by catalog admins in the Learn365 Admin Center > select a catalog > Catalog settings > Notifications.

Global notifications are managed by an LMS admin in the Learn365 Admin Center > All catalogs > Global settings > Notifications.

Notifications that are sent to admins to alert them about an expiring Learn365 license and exceeding the number of users are managed on the Subscription Information page by the LMS admin, Microsoft 365 global admin, or SharePoint admin.

Enable Learn365 to send notifications, book rooms, and create Microsoft Teams meetings

Required role: LMS admin at global level or catalog admin at catalog level.

To enable Learn365 notifications, you need to configure the Microsoft 365 Connection Settings. Find more information about how to enable Learn365 to send email notifications, book rooms, and create Microsoft Teams meetings in this article.

Notifications page overview

Required role: LMS admin at global level or catalog admin at catalog level.

Required role: catalog admin.

The Notifications page in the Learn365 Admin Center provides a list of all the available notification templates, together with a range of filtering and sorting options.

Most notification templates are enabled by default at both catalog and global level.

Columns on the Notifications page are clickable and can be used to sort the information on the page.

• Name. Shows the name of the template. This can't be edited.
   
• Enabled. Shows whether notifications are enabled, and therefore being sent to users.
   
• Template. Shows whether notifications are in the default format or have been edited (customized).
   
• Recipients. Shows the recipients of the notifications.
   
• Type. Shows the notification delivery type: as an email, a notification in Microsoft Teams, a scheduled appointment, or in the mobile app only.
   
• Relates To. Shows if the notification relates to e-learning, instructor-led training, training plans. For catalog notifications, they can also relate to the entire course catalog.

The menu bar on the Notifications page provides search and filtering options:

• Use the Search field to find the relevant template. The search can be used on template names only.
   
• Filter by statuses (All statuses, Enabled, or Disabled).
   
• Filter by template (All templates, Default, or Custom).
   
• Filter by recipients (All recipients, By role, or By user). The By user filter is displayed only if individual users are included in the To or Cc fields of a notification template. This filter is available for catalog notifications.
   
• Filter by delivery method (All delivery methods; Email; Email, Teams; Appointment; Mobile; Email, Teams, Mobile).
   
• Filter by the area to which notifications relate (All Relates To, e-Learning, Instructor-Led Training, Training Plan, or Course catalog). This filter is available for catalog notifications.

Notification types and templates

Many events and course types in Learn365 have dedicated templates. The articles in the following list provide information about notifications that relate to the various course types, training plans, certificates and skills, and Learn365 subscriptions.

Catalog notifications

• Course catalog notifications
• E-learning course notifications
• Instructor-led training notifications
• Training plan notifications
• Certificate notifications
• Skill notifications
• Assessment notifications
• Notifications related to expiring subscriptions and exceeding number of users

Global notifications

• Learning time notifications

Enable and disable notifications

You can define which notifications are sent to help reduce the number of unwanted notifications. You can enable and disable notifications at global, catalog, and training level. At training level, you can decide which notifications are sent for individual e-learning courses, instructor-led training, and training plans.

You can edit template fields and save a template even if a notification is disabled. If you edit template fields and save the template, the Template value will change from Default to Custom, but this action won't automatically enable a notification. Enabling or disabling a notification doesn't cause its template to be classed as customized.

At global and catalog level

Required role: catalog admin.

1. Choose the level at which you want to enable and disable notifications:

• To do this at catalog level, go to the Learn365 Admin Center > select a catalog > Catalog settings > Notifications. The Notifications page opens.
• To do this at global level, go to the Learn365 Admin Center > All catalogs > Global settings > Notifications. The Notifications page opens.

2. On the Notifications page, select the relevant notification template. The Actions panel opens.

3. On the Actions panel, select either Disable notification to ensure the selected notification won't be sent, or Enable notification to reactivate a disabled notification.

The Enabled column on the Notifications page updates to show the relevant value.

At training level

Required role: catalog admin or course admin.

1. Go to the Learn365 Admin Center > select a catalog > Training Management > select a course or training plan.

2. On the opened panel, select Manage notifications.

3. On the opened panel, use the toggle in the Enabled column to enable or disable the notification for the selected training.

Edit notification templates

Required role: LMS admin at global level, catalog admin at catalog and training level, or course admin at training level.

You can control the recipients and the content of notification templates. For more information about how to edit and customize notifications, see this article.

Language of notifications

Required role: catalog admin or course admin.

The language of catalog notifications depends on the Locale settings of the course or training plan. For more information about how the language of notifications is configured, see this article. 

Global notifications are displayed in English.