Platform emails use case: a mandatory course, from registration to certificate
Registration, reminders, deadline changes, completion and renewal: the emails that carry a compliance campaign — and the ones that flood inboxes if nobody decides.
Overview
One campaign, five moments
A mandatory course is a chain of emails. The learner hears about it when they are registered, while they have not finished, when the deadline changes, when they complete it, and before their certificate expires.
The emails along the way
template number · subject · who receives it
1Registered
A user or a group is registered
#62You are subscribed to a new courseLearners #75You are subscribed to a course pathLearners · learning paths #173You have been registered for a new objectiveLearners · goals2Not finished yet
The learner has not completed the course
#203Don’t forget to finish your courseLearners · reminders enabled #100Continue your courseLearners · a new module opens3Deadline changes
An administrator changes the deadline
#227A course deadline has been updatedLearners, group managers #228A course deadline has been removedLearners, group managers4Completed
The learner finishes
#78You completed a new courseLearners #94Fill out your course evaluationLearners · live evaluation5Renewal
The certificate is about to expire
#88Your certificates will soon expireLearners #90Certificates expire soonAdministratorsExample: an annual compliance course for 800 employees, registered through their groups, due on 31 March, with a one-year certificate. The highlighted emails carry the campaign.
Emails to review
Course emails: on or off?
Check each email in Manage email templates, for every perimeter. The same templates serve every course in a perimeter: decide once for the platform, not course by course.
| # | Email · sent to | Goes out when | Our advice |
|---|---|---|---|
| Registration | |||
| #62 | You are subscribed to a new courseLearners | A user or a group is registered to a course. Not sent for learning path registrations |
Keep on The learner’s only notice that the course exists |
| #75 | You are subscribed to a course pathLearners | A user is registered to a learning path |
On if used If you use learning paths |
| #220 | You are subscribed to an adaptive learning pathLearners | An administrator or designer registers a user to an adaptive path |
On if used If you use adaptive paths |
| #173 | You have been registered for a new objectiveLearners | A user is registered to a goal |
On if used If you use goals |
| #1 | New course registrationCreators | A user registers from the catalogue and is validated automatically |
Think twice One email per registration to the course’s designers |
| #148 | A user has unsubscribed from a courseAdministrators, Creators | A user unregisters from a course |
Your choice Useful for small, followed courses |
| Approval of registrations | |||
| #17 | Your registration is pending approvalLearners | Catalogue registration with approval by an administrator, designer or group manager |
On if used Keep #17, #18 and #19 together |
| #25 | You have a pending registration to approveAdministrators, Group managers | A registration waits for approval |
On if used Without it, approvers are not told |
| #234 | You have a pending learning path registration to approveAdministrators, Group managers, Designers | A learning path registration waits for approval |
On if used Same for learning paths |
| While learning | |||
| #203 | Don’t forget to finish your courseLearners | The learner has not completed a course that has reminders enabled. Beta feature |
Keep on The core of a campaign — reminders are activated by Support |
| #227 | A course deadline has been updatedLearners, Group managers | The deadline of a course the learner is registered to changes (#228 if removed) |
Keep on Learners must know the new date |
| #100 | Continue your courseLearners | A new course module opens |
On if used If modules open over time |
| #96 | You made progress in your courseLearners | A step ends and an email is set for the end of that step |
On if used Set step by step in the course |
| #215 | You have … MemosLearners | New Memo available (#213, #214 when late) |
On if used If you use Memorisation |
| Completion and renewal | |||
| #78 | You completed a new courseLearners | The learner finishes a course (#93 for anonymous courses) |
Your choice A nice confirmation, not essential |
| #94 | Fill out your course evaluationLearners | The learner finishes a course with a live evaluation (#95: delayed evaluation) |
On if used Keep on if your courses have evaluations |
| #159 | You completed a new course pathLearners | The learner finishes a learning path |
Your choice |
| #88 | Your certificates will soon expireLearners | Sent automatically before a certificate expires |
Keep on The learner’s cue to renew |
| #90 | Certificates expire soonAdministrators | Sent automatically for one or more users |
Your choice One email covers several users |
- Templates are set per perimeter and language, not per course. Write #62 so it suits every course, and let the course name come from the variables.
- Exams with open questions add #149 (to correctors) and #111 (to the learner once corrected).
Set-up
Set it up in 5 steps
List
List what the learner must hear
Registration, reminders, deadline, completion, renewal. Each moment is one or two templates in the table above.
Switch
Switch the templates on in every perimeter
Typically #62, #203, #227, #228 and #88 on; decide #1, #78 and #148. Check each partner perimeter: a template on in Internal can be off for a partner.
Activate
Ask Support to activate reminders
Reminders are a beta feature: #203 goes out only for courses that have reminders enabled, and only if the template is on.
Write
Write the text once for all courses
In Edit email templates, keep the variables for the course name, deadline and link, and edit each language your learners use.
Launch
Register the groups, then check the log
Register the groups to the course, then open Emails and filter on #62’s subject: every member should appear once with Sent.
Expected result
Learners are told once when they are registered, reminded until they finish, informed if the deadline changes, and warned before their certificate expires.
Rules
The 6 rules to remember
| Rule | What it means for you |
|---|---|
| Registering a group sends #62 to every member | And to people who join the group later through automatic registration |
| Changing the group tree re-runs registrations | Adding a parent or a child group re-registers members to the linked courses — people removed by hand are registered again and receive #62 again |
| #62 is not sent for learning paths | A learning path registration sends #75. Courses inside the path do not each send #62 |
| One reminder lists all unfinished courses | #203 groups every course with reminders that the learner has not finished, with its deadline when there is one |
| Group managers receive emails about their direct members only | And only when their course permissions cover the course. Managers of parent groups follow these members but do not receive the emails |
| Templates are per perimeter and language | Not per course: there is one #62 text per language for all the courses of a perimeter |
Appendix
How it works in detail
The screens you need for this set-up. The examples use the compliance campaign above.
The reminder template (#203)
The body of #203 is a list: the lines between {% for … %} and {% endfor %} repeat for each unfinished course.
- Keep the {% for %}, {% if %}, {% endif %} and {% endfor %} lines: removing one breaks the email.
- The deadline appears only for courses that have one, thanks to {% if trainingSubscription.deadline %}.
- The yellow warning means this perimeter uses the default template until you click Save.
- Text you add before or after the list appears once per email.
› Emails › Edit email templates
Perimeter
Triggers:
Learner hasn't completed a course that has reminders enabled
Note:
Reminders is a beta feature. Contact our support team if you want to test it
Recipients :
LearnersAvailable variables
A {trainingSubscription.courseName}
A {trainingSubscription.deadline}
A {trainingSubscription.nextStepName}
A {trainingSubscription.courseUrl}
A {learnerFirstname}
Languages
Subject
• {% for trainingSubscription in trainingSubscriptions %}
• {trainingSubscription.courseName}, {% if trainingSubscription.deadline %} before the {trainingSubscription.deadline}, {% endif %} the next step {trainingSubscription.nextStepName} is waiting for you.
• {% endfor %}
Illustration · #203 in English: one line per unfinished course.
Check every perimeter
Go to Emails › Manage templates, search the number, then go through each Perimeter in turn.
- Partners are listed under Partner in the dropdown. A partner administrator manages their own perimeter: agree on the campaign emails with them.
- Search “203”, then “62”, “227” and “88”: one card per search, one toggle to check.
- The New badge marks recently added templates — check whether you want them on.
› Emails › Manage email templates
Perimeter
Search template
Triggers
Learner hasn't completed a course that has reminders enabled
Note
Reminders is a beta feature. Contact our support team if you want to test it
Illustration · checking #203 in the partner perimeter “Star Company Headquarters”.
Read what triggers #62
The top of each template in Edit email templates tells you exactly when it goes out.
- Register a group to a training: registering a group of 800 sends 800 emails at once.
- The note confirms that learning path registrations do not send #62.
- Read the triggers before any bulk action: a group registration, an import, a change to the group tree.
› Emails › Edit email templates
Perimeter
Triggers:
Register a user to a training · Register a group to a training
Note:
Email sent when a user is registered for a course (not sent for learning path registrations).
Recipients :
LearnersIllustration · the top of #62: one email per registration, groups included.
Edit each language
The reminder text exists once per language. Open Languages and edit each language your learners use.
- Keep the template code lines in every language.
- Click Save after each language.
- Use Test template to check the result before the campaign starts.
› Emails › Edit email templates
Perimeter
Triggers:
Learner hasn't completed a course that has reminders enabled
Recipients :
LearnersLanguages
• {% for trainingSubscription in trainingSubscriptions %}
• {trainingSubscription.courseName}, {% if trainingSubscription.deadline %} before the {trainingSubscription.deadline}, {% endif %} the next step {trainingSubscription.nextStepName} is waiting for you.
• {% endfor %}
Illustration · #203 with the language list open.
Check what was sent
On the Emails page, filter on the email and the sent date of the registration to check that every member was reached.
› Emails
| Email ↑ | Recipient ↑ | Status ↑ | Sent date ↑ | Actions |
|---|---|---|---|---|
| You are subscribed to a new course | Léa Bernardlea.bernard@example.com | Sent | 02/02/2027 09:15 | |
| You are subscribed to a new course | Sophie Le Gallsophie.legall@example.com | Sent | 02/02/2027 09:15 | |
| You are subscribed to a new course | Marc Tanguymarc.tanguy@example.com | Failed to send | 02/02/2027 09:15 |
Status
Illustration · the group registration of 2 February, filtered on #62.
Open an email from the log
Click the eye icon of a line in the log to open the Email detail page. Here, the reminder Léa received, with her two unfinished courses.
- Type shows the template number and its internal name: the surest way to know which template was sent when several share a subject.
- Status, Creation date and Last sent date show whether the email left the platform, and when it was last sent.
- Notification #ID identifies this email: give it to Support with your request.
- Email preview shows the email as it was sent, with every variable filled in.
- Resend email sends it again, with its original content — fix the address first if it failed.
› Emails › Email detail
RecipientLéa Bernard - lea.bernard@example.com
SubjectDon't forget to finish your course
Type(#203) courseReminder
StatusSent
Notification #ID93288017
Creation date16/03/2027 07:00
Last sent date16/03/2027 07:00
• Annual compliance 2027, before the 31/03/2027, the next step Anti-bribery rules is waiting for you.
• Data protection essentials, the next step Your rights is waiting for you.
Powered by Rise Up
Illustration · the preview shows the list filled in: one line per unfinished course, with the deadline only where there is one.
Troubleshooting
Common issues and fixes
| Symptom | Fix |
|---|---|
| Learners received “You are subscribed to a new course” a second time | Expected after a change to the group tree, or after removing someone by hand from a course linked to their group: automatic registrations re-run. Check registrations after any change to groups. |
| Learners registered to a learning path did not receive #62 | Expected: learning path registrations send #75. Check #75 is on. |
| No reminders are sent | Check that #203 is on in the learner’s perimeter, that reminders are enabled on the course (beta, activated by Support), and that the learner has not completed the course. |
| Reminders arrive at a time that does not suit learners | Reminders go out in an automatic run. Contact Support with your learners’ time zone. |
| Each learner receives one email per course | That is #62 (one per registration). Reminders (#203) group all unfinished courses in one email. |
| A regional manager does not receive approval requests | Approval emails go to the managers of the learner’s direct group, with course permissions covering the course. Appoint them on that group if they must approve. |
| Course designers receive an email for every registration | That is #1 (and #148 for unregistrations). Switch them off if designers do not need them. |
| Certificate expiry emails stopped | Check that #88 and #90 are on in the perimeter. If they are, contact Support with a learner whose certificate is due to expire. |
Decide the emails before the registrations.
Want help preparing a mandatory campaign? Our team can review your course emails with you.
Contact Support