• Create a New Custom Email Template
• Edit or Customize an Existing Custom Email Template
• Languages for Custom Email Templates
• Enable Mobile Text (SMS) Notifications
• Mention of 'Brands' feature
• Types of Customizable Emails

 

A user with Account Owner access can Edit or Customize existing Email Templates as well as create New Email Templates for user notifications such as Course Assignment, Due Date Reminders and Password Resets via Account Settings > Email.

Note: Login links in emails can be used just one time for security purposes. Password reset links expire after 24 hours and can be used just one time.

Create a New Custom Email Template

As an Account Owner navigate to Account Settings > Email

1. Click 'Create New'
2. Give the new Email template a Name
3. Select the required Email Template Type
4. Enter a Reply-to address that sends to a Admin contact at your organization
5. Edit the email subject
6. Edit the email body
7. Click 'Save'

Note: The placeholders listed at the side bar in each Email Template should be used only within that Email Template and shouldn't be pasted into other email templates since the formatting could be lost and if not available for that template will not display any values.

Note: The maximum length of the subject in the email template is 255 characters.

Duplicate an existing Custom Email Template

As an Account Owner navigate to Account Settings > Email

1. Click the 'Copy' button if you would like to duplicate an existing template
2. Enter the Copied Email Template Name
3. Select the Copied Email Template Type
4. Enter the Copied Email Template Reply-to email address
5. Click 'Save'

Note: Creating New email templates is a premium feature and may require additional pricing. Contact your Account Manager or support@litmos.com for more information

 

Edit or Customize an Existing Email Template

As an Account Owner access will navigate to Account settings > Email

1. Click on the Email Template Name
2. Edit the email subject, body, language or other fields, and
3. Enter a Reply-to address that sends to a Admin contact at your organization
4. Click 'Save'

Note: The placeholders listed at the side bar in each Email Template should be used only within that Email Template and shouldn't be pasted into other email templates since the formatting could be lost and if not available for that template will not display any values.

Any placeholder can be used in the subject line (except placeholders that generate hyperlinks). Multiple placeholders can be used too, but the resulting value will be truncated at 255 characters so please be mindful of this limit when adding placeholders such as course names to the subject line of email templates.

Testing Custom Email Templates

Email templates can be tested using the 'Send me a test email

Please note there is  a limit of 10 test emails per hour and 50 emails per day.

Administrators will be notified when the limit is reached.

Languages for Custom Email Templates

Email notifications will be sent in the available Email Template language that matches the user's profile language. 

 

Enable Mobile Text (SMS) Notifications

Each customizable Email Template includes a tick box setting to enable Mobile Text (SMS) Notification to users which is sent along with the Email notification. 

Once enabled, the content of the Mobile Text (SMS) Notification can be edited or customized in the "Body" text area field:

Tip: The same placeholders listed on the right hand side of the email template can also be used in the mobile notification as per the email notification with the exception of custom course fields.

Important Note: For a user to receive a Mobile Text (SMS) Notification a user's profile must:

• Have a valid mobile phone number in the “Mobile Phone” field in their profile. Users can edit their own mobile phone number in their user profile (if enabled) as well Administrators.
• Valid mobile phone must include the international country code in the mobile phone number. This includes numbers in the United States (e.g. +14155552671) and Australia (e.g. +61412345678)
• Have the “Enable Text notifications” tick box option ticked/enabled.

Note: Mobile Text (SMS) notifications is a premium feature and may require additional pricing. Contact your Account Manager or support@litmos.com for more information

 

Email Templates for use with the Brands Litmos Feature

Account Owners can create new Email Templates that can be set to send to particular users based on the user's Brand. To learn more about our Premium 'Brands' feature, see the Brands Feature support article or contact your Account Manager.

 

Types of Customizable Email Templates

Approved

This email is sent to the Learner when the admin/manager/or specific person has Approved or Rejected a user's request to Self-enroll for a Course, Learning Path, or ILT Session  The 'Object Name' placeholder that you see in the template is for the Course Title. 

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [OBJECT_NAME]

Assessment Completed

Upon completion of an Assessment by a learner, this email is sent to any admins who are listed in the 'Alerts' tab of an Assessment

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [USER_NAME]
• [ASSESSMENT_NAME]
• [SCORE]

Boost Reminder Notification

This email is sent to a learner when they need to complete a 'Boost' question. Boost questions are created at a course's Boost tab, and Boost settings are available at the course's Settings tab.

Placeholders:

• [FIRST_NAME]
• [LOGIN_LINK]

Content Approval

Email is sent to the user if their content was approved by the admin(s) when they submitted it from the Asset Feature.

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [OBJECT_TYPE]
• [OBJECT_NAME]
• [OBJECT_LINK]

Content Rejected

Email is sent to the user if their content was rejected by the admin(s) when they submitted it from the Asset Feature.

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [OBJECT_TYPE]
• [OBJECT_NAME]
• [OBJECT_LINK]

Course Completed

Upon completion of a course by a learner, this email is sent to admin(s) who are listed in the 'Notifications' box at the course's Settings tab.

Placeholder:

• [FIRST_NAME]
• [LAST_NAME]
• [USER_NAME]
• [COURSE_NAME]
• [COURSE_DESCRIPTION]
• [ADV_COURSE_CUSTOM_FIELD_1]
• [ADV_COURSE_CUSTOM_FIELD_2]
• [ADV_COURSE_CUSTOM_FIELD_3]
• [ADV_COURSE_CUSTOM_FIELD_4]
• [ADV_COURSE_CUSTOM_FIELD_5]
• [ADV_COURSE_CUSTOM_FIELD_6]
• [ADV_COURSE_CUSTOM_FIELD_7]
• [ADV_COURSE_CUSTOM_FIELD_8]
• [ADV_COURSE_CUSTOM_FIELD_9]
• [ADV_COURSE_CUSTOM_FIELD_10]

Course Compliance Reminder

When a learner's 'Compliant Until' date is near, this email is triggered based off the 'Automatic Retake' date set in the Compliance settings within the course's Settings tab. It can also be sent manually with the 'Perform a Bulk Action' tool at the course's People subtab. 

Placeholder:

• [FIRST_NAME]
• [LAST_NAME]
• [COURSE_NAME]
• [COMPLIANCE_DAYS]
• [LOGIN_LINK] *For security purposes, login links can be used just one time.
• [ADV_COURSE_CUSTOM_FIELD_1]
• [ADV_COURSE_CUSTOM_FIELD_2]
• [ADV_COURSE_CUSTOM_FIELD_3]
• [ADV_COURSE_CUSTOM_FIELD_4]
• [ADV_COURSE_CUSTOM_FIELD_5]
• [ADV_COURSE_CUSTOM_FIELD_6]
• [ADV_COURSE_CUSTOM_FIELD_7]
• [ADV_COURSE_CUSTOM_FIELD_8]
• [ADV_COURSE_CUSTOM_FIELD_9]
• [ADV_COURSE_CUSTOM_FIELD_10]

 

Course Compliance Overdue Reminder

When a learner's ‘Automatic Retake’ period has been exceeded, and their 'Compliant Until' date has passed, this email is triggered to learners assigned to a course with Compliance settings in place within the course's Settings tab. It can also be sent manually with the ‘Perform a Bulk Action tool’ at the course's People subtab (but will only trigger for learner’s whose compliance is past due).

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [COURSE_NAME]
• [OVERDUE_DAYS]
• [LOGIN_LINK] *For security purposes, login links can be used just one time.
• [ADV_COURSE_CUSTOM_FIELD_1]
• [ADV_COURSE_CUSTOM_FIELD_2]
• [ADV_COURSE_CUSTOM_FIELD_3]
• [ADV_COURSE_CUSTOM_FIELD_4]
• [ADV_COURSE_CUSTOM_FIELD_5]
• [ADV_COURSE_CUSTOM_FIELD_6]
• [ADV_COURSE_CUSTOM_FIELD_7]
• [ADV_COURSE_CUSTOM_FIELD_8]
• [ADV_COURSE_CUSTOM_FIELD_9]
• [ADV_COURSE_CUSTOM_FIELD_10]

Course Due Date Reminder

This email is triggered to learners assigned to a course that has a past or pending 'Due Date' set within the course's Settings tab. It can also be sent manually with the 'Perform a Bulk Action' tool at the course's People subtab. 

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [COURSE_NAME]
• [COURSE_DUEDATE]
• [COURSE_LOGIN_LINK] *For security purposes, login links can be used just one time.
• [LOGIN_LINK] *For security purposes, login links can be used just one time.
• [ADV_COURSE_CUSTOM_FIELD_1]
• [ADV_COURSE_CUSTOM_FIELD_2]
• [ADV_COURSE_CUSTOM_FIELD_3]
• [ADV_COURSE_CUSTOM_FIELD_4]
• [ADV_COURSE_CUSTOM_FIELD_5]
• [ADV_COURSE_CUSTOM_FIELD_6]
• [ADV_COURSE_CUSTOM_FIELD_7]
• [ADV_COURSE_CUSTOM_FIELD_8]
• [ADV_COURSE_CUSTOM_FIELD_9]
• [ADV_COURSE_CUSTOM_FIELD_10]

Daily Marking Required Digest

This email is sent to Account Owners, Admins, and Team Leaders/Admins* (who have created the course)* as a notification that Marking is required. A link to the Marking page will be included in the message. Objects that may require Marking are: Assessment Free Text Questions, Learner Uploads, Video Assessments, and Checklist modules. This notification will be sent once a day when new items requiring marking are submitted. 

Placeholders:

• [FIRST_NAME]
• [MODULE_TOTAL]
• [MODULE_LIST]

Event/ ILT Reminder

This email is triggered to Learners who have an ILT session approaching and is based off the Reminder settings in place within the Create/Edit Session view in an ILT module. 

Placeholders:

• [EVENT_NAME]
• [FIRST_NAME]
• [LAST_NAME]
• [USER_NAME]
• [START_DATE]
• [TIMEZONE]
• [LOCATION]
• [INSTRUCTOR_NAME]
• [COURSE_LOGIN_LINK] *For security purposes, login links can be used just one time.

Instructor's Session Deleted From External Calendar

When the instructor has external calendar enabled and they delete the ILT session from their external calendar, the event is deleted from the instructors calendar in Litmos. 

Placeholder:

• [INSTRUCTOR_NAME]
• [SESSION_NAME]

Learner Content Submitted

When a learner submits an Asset for the admin(s) to review the admin will receive an email asking them to review and either reject or approve. 

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [OBJECT_TYPE]
• [OBJECT_NAME]
• [APPROVE_LINK]

Learner's Session Deleted From External Calendar

This email is triggered when ability to unregister from session is enabled and user deletes the calendar event when they are in the period when they can’t unregister from the session. For this reason they won't be unregistered from the ILT Session in Litmos and an email will be sent to the user and the instructor. 

Placeholders:

• [LEARNER]
• [SESSION_NAME]

New Course Assigned 

Also known as a 'Course Invitation', this email is triggered during course assignment if the option of: 'Send email notifications for messages' is not deselected during the assignment process. It can also be sent manually by using the 'Perform a Bulk Action' tool at the course's People subtab. The placeholder for [COURSE_LOGIN_LINK] will expire after one use/click. If the learner clicks on the link again, they'll be brought to the login page where they'll need to enter their login credentials. 

Placeholders:

• [ACCOUNT_NAME]
• [FIRST_NAME]
• [LAST_NAME]
• [USER_NAME]
• [COURSE_TITLE]
• [COURSE_DESCRIPTION]
• [COURSE_LOGIN_LINK] *For security purposes, login links can be used just one time.
• [ASSIGNED_BY] [COURSE_ID]

New Discussion Post

This email is sent to admins and assigned learners when a user posts in a Discussion Forum for a course that's been set to 'Enable Discussion Forums' within the course's Settings subtab. Discussion Forum notifications can be enabled/disabled for a user by navigating to the user's profile and deselecting 'Enable notifications for Forums' in the Email Address section.

Placeholders:

• [FIRST_NAME]
• [COURSE_NAME]
• [COURSE_LOGIN_LINK]
• [POSTED_BY]
• [POSTED_TEXT]

New Learning Path Assigned

Also known as a 'Learning Path Invitation', this email is triggered to learners during assignment of the Learning Path unless you deselect the option to: 'Send email/text notifications for messages' during the assignment process.

Placeholders:

• [ACCOUNT_NAME]
• [FIRST_NAME]
• [LAST_NAME]
• [USER_NAME]
• [LEARNINGPATH_TITLE]
• [LEARNINGPATH_DESCRIPTION]
• [LOGIN_LINK] *For security purposes, login links can be used just one time.
• [ASSIGNED_BY]

New User Welcome Message & Login Link

This email is sent to users who have never logged into the system. It's triggered by selecting 'Send login emails' during the creation of the user profile, or can be sent manually to a single user by selecting "Send login emails" from within the user's profile, or can be sent to all users who have never logged at: People tab,>Options,>Send login emails. The placeholder [LOGIN_LINK] will expire after one use/click. If the learner clicks on the link again, they'll be brought to the login page where they'll need to enter their login credentials. 

Placeholders:

• [ACCOUNT_NAME]
• [FIRST_NAME]
• [LAST_NAME]
• [LOGIN_LINK] *For security purposes, login links can be used just one time.
• [USER_NAME]
• [CURRENT_LOGIN_URL]
• [DOMAIN_NAME]

Password Reset Email

This email contains a login link and is sent to a user when an admin navigates to: User's Profile,>Options,>Reset Password,>click Send under 'Email a Link'. The login link will expire if not used within 24 hours of being sent and can only be used one time for security reasons.

Placeholders:

• [ACCOUNT_NAME]
• [FIRST_NAME]
• [LAST_NAME]
• [LOGIN_LINK] *For security purposes, login links can be used just one time.
• [USER_NAME]

People Assigned to a Team

This email is triggered to users during the assignment process while adding the user to a team when the option to "Send email notifications" is not deselected.

Placeholder:

• [ACCOUNT_NAME]
• [TEAM_NAME]
• [TEAM_DESCRIPTION]
• [FIRST_NAME]
• [LAST_NAME]
• [USER_NAME]
• [LOGIN_LINK]

Rejected

This email is sent to the Learner when the admin/manager/or specific person has Rejected a user's request to Self-enroll for a Course, Learning Path, or ILT Session. Users will see the reason for rejection if one was entered by the admin.

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [OBJECT_NAME]
• [REJECTION_REASON]

Request for Approval

This email template is sent to the admin/manager/or specific person with a link to Approve or Reject a user's request to self-enroll in a course, learning path or ILT session. An Approvals widget may be placed on the Admin and Learner dashboards.

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [OBJECT_NAME]
• [APPROVE_LINK]
• [REJECTION_LINK]

Timed Release

This email template is sent to learners to let them know when a course that has been assigned to them via a learning path has been released via 'Timed Release' which is an Account feature enabled at Account settings,>Timed Release and then also must be set in the learning path's Settings tab. Timed Release starts counting time from when the learning path was assigned. 

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [LEARNING_PATH_NAME]
• [DIRECT_COURSE_LINK]
• [COURSE_NAME]
• [ADV_COURSE_CUSTOM_FIELD_1]
• [ADV_COURSE_CUSTOM_FIELD_2]
• [ADV_COURSE_CUSTOM_FIELD_3]
• [ADV_COURSE_CUSTOM_FIELD_4]
• [ADV_COURSE_CUSTOM_FIELD_5]
• [ADV_COURSE_CUSTOM_FIELD_6]
• [ADV_COURSE_CUSTOM_FIELD_7]
• [ADV_COURSE_CUSTOM_FIELD_8]
• [ADV_COURSE_CUSTOM_FIELD_9]
• [ADV_COURSE_CUSTOM_FIELD_10]

Timed Release for Equivalency Group

When a new equivalency group in a learning path is ready to be available, the users will receive this email. 

Placeholders:

• [FIRST_NAME]
• [LAST_NAME]
• [EQUIVALENT_COURSE_GROUP_NAME]
• [LEARNING_PATH_NAME]
• [DIRECT_COURSE_LINK]

 

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For more on setting up emails in Litmos, check out the Litmos Dojo course Account:Email. If you want a deeper dive into how we built out and customized email designs in Litmos, check out Instance Customization - Extra Examples.