Platform emails use case: classroom sessions with a waiting list and attendance signature
Confirmation, calendar invitation, reminder, changes, signature, attendance: who receives what for a classroom session — learners on one side, facilitators on the other.
Overview
The life of a session
A classroom session sends emails to two audiences: the learners registered to it and the facilitators who run it. Each event — a registration, a change, a cancellation — can trigger one email for each.
The emails along the way
template number · subject · who receives it
1Registration
A learner registers or is registered
#31You are subscribed for a classroom sessionLearners #51You are subscribed for a new classroom sessionLearners · registered by an administrator #23A learner signed up for a classroom sessionAdministrators, Creators2Before the session
The session is confirmed, changed or cancelled
#97Your session has been confirmed!Learners #121Your classroom session has been updatedLearners #84Your next classroom sessionLearners · two days before #35Classroom session has been cancelledLearners3During and after
Attendance is signed and validated
#178You have received a link to sign the attendance sheetLearners #99Your session attendance has been validatedLearners #221Register to a new classroom sessionLearners marked absent4Seats
The session is full or seats free up
#216Seats are now available for … trainingLearners on the waiting list #108Classroom ran out of sessions!Creators5Facilitators
The people who run the session
#128You have been registered as moderatorFacilitators #130A classroom session that you facilitate starts soonFacilitators · 24 h before #139Session endedFacilitators · 5 min after the endExample: monthly first-aid sessions of 12 seats, registrations from the catalogue, a waiting list, and attendance signed online.
Emails to review
Session emails: on or off?
Check each email in Manage email templates, for every perimeter.
| # | Email · sent to | Goes out when | Our advice |
|---|---|---|---|
| Learners: registration | |||
| #31 | You are subscribed for a classroom sessionLearners | Registration from the catalogue with automatic validation, a pending registration approved, or a registration from the administration. Also sent when a session moves from pending to confirmed |
Keep on The learner’s confirmation |
| #51 | You are subscribed for a new classroom sessionLearners | An administrator, designer or facilitator registers the user |
Keep on Carries the calendar invitation |
| #77 | You have been unsubscribed from a classroom sessionLearners | An administrator, designer or facilitator unregisters the user |
Keep on Otherwise the learner still expects the session |
| #98 | A user unregistered from a classroom sessionLearners, Administrators, Creators | A learner unregisters from the course page |
Your choice Useful to free the seat quickly |
| Learners: before and after | |||
| #84 | Your next classroom sessionLearners | Sent automatically two days before the session |
Keep on The reminder learners expect |
| #121 | Your classroom session has been updatedLearners | The session data changes |
Keep on New date, time or place |
| #35 | Classroom session has been cancelledLearners | An administrator or designer cancels the session |
Keep on |
| #97 | Your session has been confirmed!Learners | A session moves from scheduled to confirmed |
On if used If you confirm sessions once they are full enough |
| #178 | You have received a link to sign the attendance sheetLearners | A link to sign the attendance sheet is sent |
On if used Needed for online signature |
| #99 | Your session attendance has been validatedLearners | Attendance is validated; can contain an attendance attestation |
Your choice On if learners need the attestation |
| #221 | Register to a new classroom sessionLearners | An administrator or designer marks a user absent to reschedule them |
On if used New template |
| Seats and waiting list | |||
| #216 | Seats are now available for … trainingLearners | Seats are added, or a session is created, for a classroom module with a waiting list |
On if used Keep on if you use waiting lists |
| #108 | Classroom ran out of sessions!Creators | A user clicks “No available session” |
Your choice Tells designers demand is there |
| #23 | A learner signed up for a classroom sessionAdministrators, Creators | A user registers to a classroom session |
Think twice One email per registration |
| Facilitators | |||
| #128 | You have been registered as moderatorFacilitators | A user is chosen as facilitator of a session |
Keep on |
| #129 | A session that you moderate has been modifiedFacilitators | The session data changes |
Keep on |
| #127 | A session that you moderate has been cancelledFacilitators | The session is cancelled |
Keep on |
| #146 | You have been unregistered as moderatorFacilitators | Facilitators are removed from a session |
Keep on |
| #130 | A classroom session that you facilitate starts soonFacilitators | 24 hours before the session |
Your choice |
| #139 | Session endedFacilitators | 5 minutes after the session ends |
Your choice Handy to remind them to validate attendance |
- One event, two emails. Changing a session sends #121 to learners and #129 to facilitators; cancelling it sends #35 and #127.
- Facilitator emails say “moderator” in their subject: it is the same role.
Set-up
Set it up in 5 steps
Map
Map how learners get a seat
From the catalogue, with approval, or registered by an administrator. Each path triggers a different confirmation (#31 or #51).
Switch
Switch on learner and facilitator emails
Learners: #31, #51, #77, #84, #121, #35. Facilitators: #128, #129, #127, #146. Add #216, #178 and #99 if you use waiting lists, online signature and attestations.
Write
Write the practical details once
Address, access, what to bring: put them in the session data so the variables carry them in #31, #51 and #84, rather than typing them in the template.
Test
Register yourself to a test session
Register a test user from the catalogue and another from the administration, then open the log: you see exactly which emails each path sends.
Follow
Follow the log on session days
Filter on the signature email (#178) and on Failed to send the morning of the session.
Expected result
Learners receive one confirmation with a calendar invitation, a reminder two days before, every change, and the signature link; facilitators are told when they are assigned, when the session changes and when it starts.
Rules
The 5 rules to remember
| Rule | What it means for you |
|---|---|
| Learners and facilitators have separate templates | Switching off a learner email does not switch off its facilitator twin: #121/#129 for changes, #35/#127 for cancellations |
| The learner reminder goes two days before | #84 goes out two days before the session; facilitators receive #130 24 hours before |
| The waiting list email follows new seats | #216 goes out when seats are added or a session is created for a module with a waiting list |
| A template switched off is not sent and not logged | Check the toggle in every perimeter before concluding an email was lost |
| Sent means the email left the platform | A calendar invitation marked Sent can still be filtered by the learner’s mail server |
Appendix
How it works in detail
The screens you need for this set-up. The examples use the first-aid sessions above.
Read the triggers of #31 and #51
Both confirmations list a registration from the administration in their triggers. Read them side by side before deciding which to keep.
› Emails › Edit email templates
Perimeter
Triggers:
Classroom registration from the catalog when automatic validation is activated · Pending course registration approved · Classroom registration from administration
Note:
Email sent when registration for a classroom session is automatically or manually validated by an Administrator, Designer or Group manager. This email is also automatically sent when a classroom session moves from 'pending' to 'confirmed' status.
Recipients :
LearnersIllustration · #31, the confirmation.
› Emails › Edit email templates
Perimeter
Triggers:
Register a user to a classroom session from the administration
Note:
Email sent when a user is registered for a classroom session by an Administrator, a Designer or a Facilitator.
Recipients :
LearnersIllustration · #51, sent when someone else registers the learner.
Switch the session emails on
Go to Emails › Manage templates, choose the Perimeter and search the number in Search template.
- The role chips under the subject tell you who receives it: Learners or Facilitators.
- The Triggers line lists every action that sends it — useful to spot two emails for one action.
› Emails › Manage email templates
Perimeter
Search template
Triggers
A seat is available for a session with a waiting list
Note
Email sent when seats are added or sessions are created for a classroom module that currently has a waiting list
Triggers
Classroom session registration
Note
Email sent when a user registers for a classroom session.
Illustration · #216 on for the waiting list, #23 off to avoid one email per registration.
Check what each learner received
On the Emails page, search the learner: you see every session email they received, in order, with its status.
› Emails
| Email ↑ | Recipient ↑ | Status ↑ | Sent date ↑ | Actions |
|---|---|---|---|---|
| You have received a link to sign the attendance sheet | Léa Bernardlea.bernard@example.com | Sent | 12/03/2027 09:01 | |
| Your next classroom session | Léa Bernardlea.bernard@example.com | Sent | 10/03/2027 07:00 | |
| You are subscribed for a classroom session | Léa Bernardlea.bernard@example.com | Sent | 18/02/2027 14:22 |
Status
Illustration · Léa’s session emails: confirmation, reminder two days before, signature link on the day.
Open an email from the log
Click the eye icon of a line in the log to open the Email detail page. Here, the email the facilitator receives once the session has ended.
- 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
RecipientPeter Doyle - peter@starcompany.com
SubjectSession ended
Type(#139) sessionDoneMessageToSessionModerators
StatusSent
Notification #ID93342610
Creation date12/03/2027 17:05
Last sent date12/03/2027 17:05
A session in which you are moderator has finished at 12/03/2027 17:00.
Click here to validate the students attendance.
Powered by Rise Up
Illustration · #139, five minutes after the end of the first-aid session: the link leads the facilitator to attendance.
Switch on the facilitator emails
Facilitator templates say moderator in their subject. Search “moderat” in Search template to list them together.
- #128 and #146: assigned to or removed from a session.
- #129 and #127: the session changed or was cancelled.
- #130 and #139: 24 hours before, and 5 minutes after the end.
› Emails › Manage email templates
Perimeter
Search template
Triggers
Choose users as facilitator of a session
Note
Email sent when a facilitator is chosen to animate a session
Triggers
Change session data
Note
Email sent to the facilitator when the session data changes
Illustration · the facilitator templates, found by searching “moderat”.
Follow the signature emails on session day
The morning of the session, filter the log on the signature email and on Failed to send.
› Emails
| Email ↑ | Recipient ↑ | Status ↑ | Sent date ↑ | Actions |
|---|---|---|---|---|
| You have received a link to sign the attendance sheet - First aid 12/03 | Marc Tanguymarc.tanguy@example.com | Failed to send | 12/03/2027 09:01 | |
| You have received a link to sign the attendance sheet - First aid 12/03 | Julie Morvanjulie.morvan@example.com | Failed to send | 12/03/2027 09:01 |
Status
Illustration · two learners could not receive the signature link: hand them the sheet or resend once the address is fixed.
Troubleshooting
Common issues and fixes
| Symptom | Fix |
|---|---|
| A learner did not receive their session confirmation | Search them in the log. No line: check #31 is on in their perimeter — and #51 if they were registered by an administrator. Sent: their mail server filtered it; resend it with Resend email on its Email detail page. |
| A learner received two emails for one registration | Registration from the administration appears in the triggers of #31 and #51, and confirming a session can send #31 and #97. Keep the one you want and switch the other off if needed. |
| The calendar invitation is missing | It travels with #51, sent when someone registers the learner from the administration. Learners registering from the catalogue receive #31. |
| Replies to the calendar invitation reach facilitators or the contact address | Expected: replies are emails, not registrations. Tell learners to unregister from the platform. |
| People on the waiting list were not told a seat is free | #216 goes out when seats are added or a session is created. Check #216 is on, then add seats or a session. |
| Signature emails arrive late or fail | Check the status of #178 in the log. If it shows Sent or Failed for many learners at once, contact Support with the session name and time. |
| The reminder arrived two days before, not the day before | Expected: #84 goes out two days before the session. |
| Facilitators were not told about a change | Facilitators have their own templates: check #129 (changed) and #127 (cancelled) are on. |
One session, two audiences.
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