Overview
Alongside the automated email notifications for events such as enrolments, due dates, and completions, Admins can also send one-off email messages to users directly from the platform.
Email messages are useful for communicating information that sits outside normal training notifications, such as reminding users about outstanding training, contacting selected users about upcoming events, or providing specific instructions or follow-ups. Email messages can be sent by Super, Standard, Knowledge, People and Instructor admins.
Steps to send an email message from the People or Enrolments list
Navigate to either the People list or the Enrolments list.
The People list can be found via Admin → People.
The Enrolments list can be found via Admin → Knowledge → Topics (or Pathways) → Enrolments.
Use the search bar or filters to find the user/s you want to email.
Select the checkbox next to each user you want to email.
Click on the Bulk Action button and select 'Send email message'.
The Send email message box will appear with the following fields and options:Subject/Message: Enter the email subject and message
Placeholders: Use the plus icon to insert placeholders such as first name, last name, email, portal link and deactivation date. When used, placeholders automatically populate with each user’s details
Standard formatting tools: Bold, italics, numbered list, bulleted list, and table
Insert link: Add a hyperlink to external content
CC message to managers/stakeholders: Choose whether to copy the email to recipient’s managers (based on the Manager 1, Manager 2, etc. fields) and any additional stakeholders you enter.
Click Send to send the email.
Note: Use the 'send test message' option to send a preview of your email to yourself.
You can find a copy of any sent emails at Admin → Analytics → Notifications.
Note: In the Notifications report, these email messages will be referred to as 'Bulk email from admin'.
Steps to send an email message to a single user from their profile
Navigate to Admin → People and click the user's name to open their profile.
Click the I want to… drop-down in the top-right and select Send email message.
Complete the Send email message box. It has the same fields and options as described above, with the user already selected as the recipient.
Click Send to send the email.
Note: Use the 'send test message' option to send a preview of your email to yourself.
A copy of the sent email can be found at Admin → Analytics → Notifications.
FAQs
How do I include a user's manager, so they get a copy of the email?
On the Send email message screen, click CC message to managers/stakeholders and select the relevant manager options. For example, selecting Manager 1 will copy the email to the users set as Manager 1 in each recipient’s profile.
Should I use this to send overdue training reminders?
You can, but as best practice, we recommend using the standard topic/pathway notifications to handle this, as these emails are automated. This article refers to one-off email messages, which are more suited to things that sit outside of due dates.
Can I add attachments (such as images and documents) to these emails?
No. Email messages are designed to be quick and straightforward. You can include hyperlinks to external content.
What's the difference between sending an email message from People, Enrolments or a user's profile?
There is no difference in functionality. The difference is how you arrive at the user or users you want to email. Sending an email from the People list is typically used when you are searching for a group of users who share attributes such as a role, team or group. Sending an email from the Enrolments list is typically used when you want to contact users based on their enrolment in a specific topic or pathway. Sending an email from a user's profile is useful when you are already viewing that person's record and only need to contact them.
What's the difference between email notifications and email messages?
Email notifications are automated emails sent when specific events occur, such as a topic due date or a completion. They use pre-configured templates and only send when the relevant trigger is met. Email messages are ad-hoc emails sent manually by an admin. They are not tied to events and can include any written message you choose.