Schedule an email notification in a path

Admins, editors, contributors, the path main author and co-authors can send personalized emails to learners, or learners’ managers, as part of their path.

Those emails are linked to the notification option Updates from the path sessions and classrooms I am enrolled in, and are sent not more frequently than every hour (at minute 00). Make sure enrolled learners (or their managers, if they are the recipient of the email) have this option activated in their personal settings, otherwise they will not receive them.

The recipients, subject, headline, and body can be customized, as well as attached images.

If you have the Globalization solution, you can translate this email, like any step in a path. The contents will then adapt to the recipient’s platform language.

Email notifications as steps of a path are different from email reminders. Learners also receive an enrollment email when they are added to a path, which can be customized separately. For details, see Customize the enrollment email for a path.

You can schedule your email to be sent right after the previous step, at a fixed delay after the enrollment date, or at a fixed delay before or after the session start date.

Note that if the send date of the email is changed after it has already been sent to a user, the user may receive the email a second time. Further, if an email is added to a path at a later date, it may be retroactively sent to learners (even if they have already passed that step).

Create a custom email

1. At the top of the homepage, click Paths.
2. On the right side of the path row, click Edit.
3. At the bottom of the Build your training section, click + Email.
4. Edit the contents of the email
   • Send to → Learners or Learners’ managers
   • Subject line
   • Headline (Optional)
   • Body
5. At the bottom right, click Save.

Add attachments to the email

1. In the section Build your training, click on the email step.
2. At the bottom of the body text area, click Attachments.
3. Click OR SELECT A FILE and select a file from your computer.
4. At the bottom right, click Save.

You can remove an attachment by clicking X at the right of the name of the file.

Use personalized tags in the body of the email

You can use tags in the text of your email that will be replaced by the actual first name, last name, email address, or organization of the recipient/learner.

1. In the section Build your training, click on the email step.
2. Click in the text area of the Body section.
3. At the top right of the section, click + Personalization tags.
4. Click on the variable.
5. At the bottom right, click Save.

Add a button redirecting to the path homepage

You can add a button in your email, that will redirect to the homepage of your path.

1. In the section Build your training, click on the email step.
2. Enable the option Button.
3. Enter the label for the button.
4. At the bottom right, click Save.

Display an image

You can display the image of the path (or a custom one) in your email.

1. In the section Build your training, click on the email step.
2. Enable the option Image.
3. At the bottom right, click Save.

Schedule the email

You can schedule your email to be sent right after the previous step, at a fixed delay after the enrollment date, or at a fixed delay before or after the session start date.

Note that if the send date of the email is changed after it has already been sent to a user, the user may receive the email a second time. Further, if an email is added to a path at a later date, it may be retroactively sent to learners (even if they have already passed that step).

1. In the section Build your training, click on the email step.
2. In the section Schedule your message, choose an option in the dropdown menu.
   • Right after the previous step: The email will be sent as soon as the previous step in the path has been completed.
     • Make sure to move the email into the correct place in the path steps after saving.
     • If a learner has already completed a given path step in a different context (and mandatory replay is off) the message will be sent directly after enrollment, regardless of the position of the step within the path.
     • Learners who already completed the previous step when an email step is added to a path with an in-progress session will not receive the email notification.
   • After the enrollment date: The email will be sent a specific number of days after the enrollment date.
     • In the field that appears just below, enter the number of days.
       • For example, if the email is scheduled to send '10 days' after the enrollment date, and the enrollment was on July 10th at 2:34 pm, the email will be sent on July 20th at 3:00 pm.
   • After the session start date: The email will be sent a specific number of days after the session start date.
     • In the field that appears just below, enter the number of days.
       • For example, if the email is scheduled to send '30 days' after the session start date, and the session started on August 10th at 12:00 pm, the email will be sent on September 10th at 12:00 pm (this is especially useful if you would like to send a reminder about a satisfaction survey to fill, or another action to perform a couple of months after the session has ended).
   • Before the session start date: The email will be sent a specific number of days before the session start date.
     • In the field that appears just below, enter the number of days.
       • For example, if the email is scheduled to send '5 days' before the session start date, and the session is scheduled for February 3rd at 8:30 am, the email will be sent on January 29th at 9:00 am.

Send the email only if the learner achieves a specific result in the path session

For the options After the enrollment date and After the session start date, you can additionally choose to send the email only if the learner achieves a specific result in the path session.

(The option Right after the previous step will send the email during the session, and the option Before the session start date will send the email before the session starts. Those cannot depend on the results of the session.)

1. In the section Build your training, click on the email step.
2. Under Schedule your message, select one of the following options: After the enrollment date or After the session start date
3. Enable the option Only send this message if learner path status is:
4. In the dropdown, specify the path status that will trigger the email notification:
   • Successful
   • On time
   • Pending correction
   • Late
   • To retake
   • Unsuccessful
   • Not yet started
5. Slick Save.

When the session ends, scheduled emails will still be sent out.