Email Templates are custom made emails designed for specific communication scenarios in the RLMS. These are available for Administrators to edit and customize for the specific needs of their organization.
Administrators can find Email Templates under Settings > Email Templates as demonstrated below.
To edit system emails:
- Select the "Type" of email from the drop-down box.
- Use the provided tools to edit the content of the email.
- Ensure that "Yes" is checked under "Approved." Only emails marked as Approved will be active and sent.
- Click "Save" to make sure your changes are saved.
- Once a default email template has been customized the "Reset to Default Template" button will be enabled. This will reset the template to the original Relias Learning default.
IMPORTANT: Areas inside of brackets are auto-filled by the system. For example, [learner_name] will automatically populate with the name of the Learner receiving the email. To customize the emails, Relias recommends only editing the areas outside of the brackets.
For a full list of Email Templates and their descriptions, click on the "+Descriptions and Use Cases" link beneath the Save button as highlighted in the image below.
You should be aware of the Email Templates available to you in your site. The table below should help you determine exactly when some of the more common emails will be sent.
|What is it?||What triggers the email?||Frequency|
|Contact Us||An email from a Learner who has clicked on the "Help" link at the top of their screen in order to get help or information from the administrative liaison designated under the Settings > Site Properties > Contact Email.||A user clicks the “Help” link in the upper right corner of the site.||Immediately|
|Contact User Template||This is the template used for any email generated by an Administrator, Supervisor, or Instructor to a specific Learner or Learners through the interface (e.g., emailing a Learner from the enrollment tab). The actual message will appear where the "[message]" text appears on the template.||An Administrator, Supervisor or Instructor manually selects an email option from within the interface (such as by clicking the envelope icon next to a Learner name on an enrollment roster).||Immediately|
|Course from Instructor||An email from a course Instructor to all enrolled Learners. The Instructor can enter text in the body of the email.||The Instructor clicks on the “Email Learners” button from the course enrollment tab.||Immediately|
|Email Receipt||Sent as a confirmation email whenever a user sends an email via the Relias LMS.||Serves as a replacement for a “sent box”, users that send mail via the LMS are sent a copy of their message for tracking purposes and record keeping.||Immediately|
|Event Alert||An email from an event Instructor, Administrator, or Supervisor to all Learners in a specific session.||The Administrator, Supervisors, or Instructor clicks on the “Email Learners” button from the course enrollment tab for a specific event.||Immediately|
|Event Learner Un-enrollment||An alert to a Learner that he or she has been un-enrolled from an event.||The Learner is removed from the event by another user (i.e. Administrator, Supervisor or Instructor).||Immediately|
|Event Registration Confirmation||Confirmation to a Learner with specific event details after the Learner enrolls in an event.||The Learner completes self-enrollment in an event.||Immediately|
|Event Registration Confirmation – Instructor||Notification to an event session Instructor that a Learner has registered.||A Learner completes self-enrollment for an event.||Overnight|
|Event Registration Needs Approval - Supervisor||Sent to a supervisor when learners have enrolled in event sessions and require approval.||Supervisor users receive batches of event wait list enrollments to prompt them to log in to the LMS and approve large amounts of learners at once.||Immediately|
|Event Reminder||Reminder to a Learner that an event session is approaching. Not sent to wait listed Learners.||Event Session dates trigger these automated emails.||Reminders sent: One week before event session date, one day before event session date, and day of event session.|
|Event Session Change||Notification to all enrolled Learners in a specific session that details of the event (e.g., date and time, location) has changed.||The user creating the change must check the box on the sessions page to notify enrolled learners of the change (this allows administrators and instructors to differentiate changes to significant features such as date or location from changes to features not relevant to learners, such as the maximum permitted enrollment count).||Immediately|
|Event Wait List Promotion||Notification to a Learner on the wait list that he or she has been promoted to full enrollment in the session.||Another Learner’s withdrawal triggers the promotion or an Administrator, Supervisor or Instructor promotes the Learner manually.||Immediately|
|Failed PowerPoint to SCORM Conversion||This email will be sent to the administrator or instructor when a PowerPoint file fails to convert to SCORM within the RLMS.||An administrator uploads a PowerPoint and selects to convert the file to SCORM. The conversion fails, and the administrator is notified via email.||Immediately|
|Learner Training Approved or Denied||Sent to a learner when a supervisor approves or denies external training requests.||In order to inform the learner that their requested external training has been approved or denied and will be reflected on their transcript, they are sent this email.||Immediately|
|License Certification Renewal Reminder||Sent to a learner when there are upcoming certification renewals, sent a chosen number of weeks before as a reminder.||Automatically generated email meant to keep user informed that there is a renewal date upcoming.||Sent on mail date at the chosen number of weeks selected by learner before license renewal date.|
|Learner Course and Event Withdrawal (various roles)|
Notification to specific user that a Learner has been removed from a course or event. If notification is to a Supervisor, the warning email recipient for the hierarchy node will receive the email.
|A Learner is removed from a course or event. If self-withdrawal, notification is sent to Supervisor or Instructor. If withdrawal is through the Administrative interface (i.e. course and event enrollment tab), notification is sent to the Learner.||Immediately|
|Missed or Excused Absence Notification - Learner||Sent to a learner when the learner is given an attendance status of missed or excused absence for a live event.||The learner will be aware when an attendance status of missed or excused absence is given, so that the learner may sign up for another live event session.||Overnight|
|Monthly Course Updates||Sent each month to all Administrators and Supervisors with Enrollment Management in your RLMS site||The administrators and enrollment supervisors are made aware of all course changes including replacements, archives, and newly released courses. This will be in addition to the course updates section under Training and Enrollment.||Monthly|
|Notification of Linked Master Account||Sent as a notification to administrators and supervisors whenever a learner links their local account to their Master Account.||If a learner takes courses from multiple organizations and chooses to share their training records between organizations, this email notifies the administrator and supervisor the moment when the learner has linked their local account to their Master Account.||Immediately|
|Password Reminder||Notification to a Learner of his/her password.||A Learner requests his or her password. Learner must provide last name and email, and the email is only sent to the address associated with the specific Learner.||Immediately|
|Pending Training Request||Sent to a supervisor when a learner requests external training, requiring approval.||When a learner adds external training to their transcript, it must first be approved or rejected by their supervisor. This email is triggered for the supervisor to log in and manage external training requests.||Overnight|
|Recorded Attendance Notification - Supervisors||Sent to a supervisor when learners in his hierarchy node are given an attendance status for a live event.||Supervisors will be aware of learners who attend or miss a live event training as attendance for the event is recorded.Overnight||Immediately|
|Relias Learning Account Information||Sent to a learner to provide account log in information. This email contains the organizations URL, username, and the verification code.||This email is sent when an active new user is created in your RLMS site, and when an inactive or on leave user's account is reactivated.||Immediately|
|Requirements Tracker Submission Request||An email sent when learner has a copy of his/her current professional license, and wants to submit a copy of the license to his/her supervisor so that he/she may be marked as complete for a requirement tracker.||This email will be sent to a learner's supervisor when the learner submits a request for the supervisor to review his/her Requirements Tracker completion/attachment.||Overnight|
|Training Alert - Learners||Sent to a learner when incomplete courses are approaching their due date.||A learner may not sign in to the LMS regularly, and instead relies on email contact to know when courses are approaching their due date.||Sent weekly on "Mail Day" beginning 30 days before a due date. Sent daily during last 5 days before course due date.|
|Training Alert - Supervisors||Sent to a supervisor when learners assigned to them have training that is upcoming or overdue.||This email is triggered by upcoming course due dates, and is sent to a learner’s supervisor to help them manage their students. This email includes a table of the supervisor's (notifications recipient) learnerswho are within 30 days of their due date.||Weekly on "Mail Day".|
|Video Conversion Failed||This email notification is sent to the administrator or instructor that uploaded the video if it fails to convert within 48 hours.||An administrator or instructor wants to be notified if the streaming media file he or she is uploaded into the RLMS fails to convert.||Immediately|