Set up Email Templates

📘 Instructions

Email templates are used throughout the system to automatically send notifications to users. These templates can be customized through the admin interface at System Setup > Email Templates.

📋 Related articles

Email template variables

Email Template Configuration

Template Name	System Trigger	Recipients	Timings/Recurrence
Actions Required for Digital Form	Form workflow progresses to step requiring digital form completion	Form assignee	When form reaches digital form completion step
Booking Undersubscribed	Learning session has too few participants before session date	Session participants	When session participant count falls below minimum threshold
Committee Position Vacancy Assigned	Committee position assigned to user	Committee position assignee	When committee position is assigned
Confirmation of Purchase	Payment processed successfully	Course purchaser	Immediately after successful payment
Course Refresh Notification	Learning resource requires refresh based on refresh period	Learner with expired/expiring learning resource	Based on refresh period settings (daily check via cron)
Enrollment Closed Alert	Course enrollment reaches capacity or closes	Course administrator	When enrollment limit reached or manually closed
Event Approval Request	Event requires approval before activation	Event approver	When event is submitted for approval
Event Assigned from Waiting List	Waiting list user assigned to available event space	User moved from waiting list	When space becomes available in event
Event Cancellation	Event is cancelled by administrator	Event participants	When event is cancelled
Event Notification – Advance Warning	Event approaching based on advance warning period	Event participants	Based on advance warning period (e.g., 7 days before)
Event Reminder – Advance Notification	Event reminder based on advance notification period	Event participants	Based on advance notification period (e.g., 1 day before)
File Download Ready Notification	User-requested file download completed processing	User who requested download	When background file processing completes
Form Assigned to Learner	Digital form assigned to learner	Form assignee	When form is assigned
Form Signed Off by Manager	Digital form approved by manager	Form assignee	When manager approves form
Form Signed Off by User	Digital form completed by user	Form manager/approver	When user completes form
Form Still Awaiting Your Signature	Digital form pending signature reminder	Form assignee	Reminder schedule for pending forms
Internal Server Error	System encounters 500-level error	System administrators	When 500-level errors occur
Jackdaw Licence Activated	Jackdaw license activated for user	License holder	When license is activated
Learning Resource Comment for Learner	Comment added to user's learning resource	Learning resource owner	When comment is added
Learning Resource Comment for Manager	Comment added to managed user's learning resource	User's manager	When comment is added to managed user's resource
Learning Resource Needs Attention	Learning resource requires manager attention	User's manager	When resource flagged for attention
Learning Resource Signed Off by Manager	Learning resource approved by manager	Learning resource owner	When manager approves resource
Learning Resource Signed Off by User	Learning resource completed by user	User's manager	When user completes resource
Multi Attempts at Quiz Notification	User makes multiple attempts at quiz	Quiz administrators	When user exceeds attempt threshold
New Programme Assigned	New learning programme assigned to user	Programme assignee	When programme is assigned
New Work Assigned	New work/task assigned to user	Work assignee	When work is assigned
New work assigned	New work/task assigned to user	Work assignee	When work is assigned
QA Task Completed and Re-submitted	QA task completed and resubmitted	QA reviewer	When task is resubmitted after completion
Registration Email	User account created/registered	New user	When account is created
Resource Approval	Resource approved by approver	Resource owner	When resource is approved
Resource Approval Request	Resource requires approval	Resource approver	When resource is submitted for approval
Schedule Custom Mail	Custom scheduled email	Custom recipients	Based on custom schedule
Schedule Reminder	Scheduled learning reminder	Scheduled learner	Based on schedule timing
User Profile Incomplete Reminder	User profile missing required information	User with incomplete profile	Reminder schedule for incomplete profiles
%%assessment_notification%%	Assessment submitted for manager review	User's manager	When assessment is submitted and requires manager review
Session Reminder	Learning session reminder	Session participants	Based on session reminder timing
Session Reminder to Manager	Learning session reminder for manager	Session participant's manager	Based on session reminder timing
Password Reset	User requests password reset	User requesting reset	When password reset is requested
Password Reset Expired	Password reset link expired	User with expired reset link	When reset link expires
Password Reset Successful	Password successfully reset	User who reset password	When password is successfully reset
Quiz Completed	Quiz completion notification	Quiz completor	When quiz is completed
Quiz Failed	Quiz failure notification	Quiz taker	When quiz is failed
Quiz Passed	Quiz success notification	Quiz taker	When quiz is passed
Reflection Approved	Reflection approved by manager	Reflection author	When reflection is approved
Reflection Rejected	Reflection rejected by manager	Reflection author	When reflection is rejected
Reflection Submitted	Reflection submitted for approval	Reflection approver	When reflection is submitted
Report Generated	Scheduled report generation complete	Report recipient	When scheduled report is generated
Report Schedule Created	New report schedule created	Report scheduler	When report schedule is created
Report Schedule Modified	Report schedule modified	Report scheduler	When report schedule is modified
Session Booking Confirmed	Session booking confirmed	Session participant	When session booking is confirmed
Session Booking Declined	Session booking declined	Session participant	When session booking is declined
Session Booking Requested	Session booking requested	Session manager	When session booking is requested
Session Cancelled	Session cancelled by administrator	Session participants	When session is cancelled
Session Modified	Session details modified	Session participants	When session details are modified
Session Moved	Session moved to different date/time	Session participants	When session is rescheduled
System Maintenance	System maintenance scheduled	System users	When system maintenance is scheduled
Team Leader Assignment	Team leader assigned to user	Team leader assignee	When team leader is assigned
Team Member Added	Team member added to team	Team member	When user is added to team
Team Member Removed	Team member removed from team	Removed team member	When user is removed from team
Training Cancelled	Training cancelled by administrator	Training participants	When training is cancelled
Training Completed	Training completion notification	Training completor	When training is completed
Training Enrolled	Training enrollment notification	Training participant	When enrolled in training
Training Modified	Training details modified	Training participants	When training details are modified
Training Reminder	Training reminder notification	Training participants	Based on training reminder timing
User Account Activated	User account activated	Activated user	When user account is activated
User Account Deactivated	User account deactivated	Deactivated user	When user account is deactivated
User Account Locked	User account locked due to failed attempts	Locked user	When account is locked
User Account Unlocked	User account unlocked by administrator	Unlocked user	When account is unlocked
User Profile Updated	User profile updated	Profile owner	When user profile is updated
Workflow Completed	Workflow process completed	Workflow participants	When workflow is completed
Workflow Started	Workflow process started	Workflow participants	When workflow is started
Workflow Step Assigned	Workflow step assigned to user	Step assignee	When workflow step is assigned
Workflow Step Completed	Workflow step completed	Workflow coordinator	When workflow step is completed

This table shows a comprehensive list of email templates available in the system with their trigger conditions, recipients, and timing information.