When setting up Seminar sessions in the LMS, there are automated notifications that are sent out to Learners, Managers and Trainers. Below are details of the notifications that are sent from the LMS:
| Notification title | Description | Who receives this email | When will this email trigger? |
| All reservations cancelled | Sent to all participants when all reservations are cancelled. | All (cancelled) participants. | All reservations are cancelled. |
| Event under minimum bookings for: [facetofacename] | Sent when a seminar event does not have a minimum number of bookings by the deadline. | Configured notification recipients. | Notify about minimum bookings time arrives. |
| Seminar booking admin request: [facetofacename], [eventperiod] | Sent to nominated administrative approvers when a participant requests a booking. | Set approver(s). | Learner requests a space by signing up for a session. |
| Seminar booking confirmation: [facetofacename], [starttime]-[finishtime], [sessiondate] | Sent to the Learner when they book the session | Learner who booked. | Learner requests a space by signing up for a session. |
| Seminar booking date/time changed: [facetofacename], [starttime]-[finishtime], [sessiondate] | Sent to all those booked onto the session to tell them a change in date or time. | Learners who are currently booked onto the sessions. | The seminar date or time is edited. |
| Seminar booking decline | Sent when the approver such as the Line Manager declines the learner booking. | Learner who made the booking. | The booking request is declined. |
| Seminar booking reminder: [facetofacename], [starttime]-[finishtime], [sessiondate] | Sent to learners booked onto the session to remind them the session is upcoming | All booked learners on the session. | Sent two days before the event starts |
| Seminar booking request: [facetofacename], [eventperiod] | Sent to approvers such as Line Manager when a learner books. | Set approvers | Learner requests approval |
| Seminar booking role request: [facetofacename], [eventperiod] | When a session is set to require approval from an event role then any users assigned that role (e.g. Editing Trainer) will receive a notification when there is a pending approval request. | Required approving event role. | Learner requests a space by signing up for a session. |
| Seminar event cancellation | Sent when an event is cancelled entirely | Cancelled learners | Trainer or Site Manager cancels a seminar event |
| Seminar event registration closure |
When the sign-up period for an event closes, a message is sent to all participants who have requested booking approval but had not yet received a response. Any pending requests are automatically declined at this time. |
All participants with pending booking requests. | The sign-up period ends. |
| Seminar event trainer cancellation | When an event is cancelled by a user with an event role, a message is sent to all participants who had booked. | Cancelled participants. | An event role user cancels a seminar event. |
| Seminar event trainer unassigned | Notifies a user when the event role is unassigned from them for a seminar. | Unassigned event role user. | Unassigning an event role user. |
| Seminar trainer confirmation | Send a confirmation email to a user when they are assigned in the event role. | User in an event role. | Assigning a user in an event role. |
| Seminar registration closed: [facetofacename], [starttime]-[finishtime], [sessiondate] | Sent to seminar notification recipients who have event roles on the seminar when the Sign-up closes time is reached. | Trainers | Event sign-up has now been closed. |
| Seminar trainer confirmation: [facetofacename], [eventperiod] | Send a confirmation email to a user when they are assigned in the event role. | User in an event role. | Assigning a user in an event role |
| Waitlisted signup expired | Sent when the option to clear waitlists when the event starts | Wait-listed participants | When an event starts and the option to clear the waitlist is ticked. |
| Waitlisting advice for [facetofacename] | A notification is sent to anyone on the waiting list if the Trainer/Administrator confirms, cancels, or plays the lottery on the waiting list for an event. | Wait-listed participants. | Event overbooked and user joins the waitlist |
Can Notifications be updated?
In short, yes! All Notifications within Seminar can be updated and changed to suit the business. To update notifications, it can be done at activity level (note any changes will only apply to that activity) or it can be done at a Global level (note any changes will only apply to new activities going forward, however this will be discussed further).
Accessing Notifications at activity level
Accessing Notifications at Global level
Editing a notification
When choosing to edit a notification, clicking on the cog wheel on the chosen notification will allow for the viewing of the subject and email body.
When editing the notification, it is recommended to not edit anything that is highlighted in Red below. These are the placeholders within the Seminar notification that pulls in the information from the session so for example on the Email it will now show as [session:startdate] it will change to the time in which the session actually takes place. Altering these may led to incorrect information pulling through to the notification.
Pushing an update to all notifications
If a change has been made to a global notification and there is a need to push that update to all existing notifications on already created Seminars, then is is possible through the global notification. When following the instructions above for accessing and editing notifications globally, when saving the changes there is a tick box at the bottom of the screen.
If this option is ticked and the page is saved, any changes made to the notification will be pushed through to all other notifications that use this template.
Warning
If there happens to be custom notifications set up against Seminar activities and the update is happening to the template that is being used within the custom notification then the custom template will be overwritten back to how it now is following the update.
For example, there is a custom notification set up against all seminar activities that sends 2 days after the event to ask the participants to provide feedback. That notification uses the Booking Confirmation template notification, however the email body has been changed to suit the needs to the custom notification.
If a change is made in the original Booking confirmation notification at global level (say a small addition of a signature is added) and the 'update all activities' is ticked then any notifications already set up (the ask for feedback example) using the Booking Confirmation email will be wiped and put back to the original. Therefore, the custom feedback notification that was set up using the booking confirmation template but wording was changed would be swapped back to the original therefore meaning if not corrected users would receive the booking confirmation before and after the event.
Do all notifications need to be sent?
No. Site Managers or Trainers can change which emails get sent from Seminars. Each of the notifications can be deactivated as shown below:
If notifications are deactivated at a global level, this will only apply to seminar sessions created going forward. If the notification needs to be disabled on all, this will need to be done on a one to one basis.
If notifications are deactivated at activity level, this will only apply to the notifications within that activity. If it does not need to be active it should deactivated at global level and then at activity level one by one.