How are notifications managed in topics and pathways?

Each topic and pathway has a Notifications tab which contains all the email notification options broken up by their individual event type.

Notifications are managed in a 'action subscription' model, with each topic and pathway containing a number of possible actions triggering notifications to a range of defined subscribers.

Each action has a trigger and a default recipient the notification is sent to. Actions can be entirely disabled or additional people subscribed to that action.

Click on the blue pencil icon to edit each panel of actions and save your notification settings.

What actions can trigger a notification?

Expand the below 'action' options to learn more about each type of notification and options:

Enrolment Notifications

Topic/Pathway enrolment - Manual enrol. This action is always visible. This action means an email will be sent when an learner is manually enrolled in this topic or pathway by an admin or automation (either individually, part of a bulk enrolment or via an automated enrolment or API enrolment). By default, the email is sent to the learner and includes a link to the topic or pathway and a summary of the overview of that item.
Topic/Pathway enrolment - Self enrol. This action is always visible. This action means an email will be sent when a learner 'self enrols' in either a topic or pathway in their catalogue. By default, the email is to the Primary Admin Account with details of the person and enrolment. This event is rarely enabled - it is used to notify admins about a self-enrolment (which can create many notifications in a large organisation!).

Assessment Notifications

Assessment - Requested retake (Standard topics only). This action is only visible when the Assessment module is activated in a Standard Topic. This action means an email will be sent when an learner fails an assessment and has run out of retakes - so they need to manually request another retake. By default, the email is sent to the Primary Admin Email as defined in your Accounts page. This event cannot be disabled once an Assessment module in your Standard Topic is active.

Reminder Notifications

Topic/Pathway reminder - before and including due date, and then overdue (after due date). These reminder actions are tied to due dates. Each reminder action can be configured separately (e.g. you may only want to notify managers on the 1-week overdue action). Each action means an email will be sent at the scheduled timing with a reminder for the learner to complete the topic or pathway. By default, the email is sent to the learner and includes a copy of their journal or list of the topics in the pathway.
- NOTE: Reminder emails are not sent if a learner has completed the topic or pathway by the time the reminder action is reached.
- NOTE: Reminder emails are only sent to enrolments that have a due date. If an enrolment does not have a due date, no reminder can be sent. It does not matter if the topic or pathway settings have a due date or not - if an individual enrolment has a due date, it will be sent a reminder (if the enrolment is not completed).

Completion Notifications

Completed topic/pathway. This action is always visible. This action means an email will be sent when a learner completes all modules in that topic or all topics in a pathway. By default, the email is sent to the learner and summarises their key results (length, completion date, assessment results, activities completed), along with a copy of their journal and a PDF attachment of their Certificate if enabled as per the details here.

Who can subscribe to notifications?

Each action has a default recipient for the notification. If the action is enabled, that recipient is selected by default and cannot be removed from the notification. Effectively, that action notification is 'theirs' and their name will appear in the To box of the notification email.

However, other people can be subscribed to each notification.

Primary Admins. This is the Primary Admin Email as defined in the Accounts tab. It does not (currently) include all admins within the portal.
Creators. This will is all creators assigned to the topic (this option does not exist for pathways).
Managers. This will include the select learner's managers (1-5). This is a good option to enable for overdue notifications (as it escalates the reminder).
Mentors. This will include the learner's mentor.
Stakeholders. This allows for addition, specific emails addresses to be subscribed to individual events. You can enter multiple email addresses separated by commas. This is very useful when you need to notify a specific team or individual on the completion of a topic or pathway.

How are email notifications delivered?

You can learn how email notifications are delivered at this article.

Can topic and pathway email notifications be customised?

You can learn more about options to customise email notifications in this article.