Play the video below if you would prefer to see how to do this.
Find the Activity (see Find content in Find Learning or Find content in Content Manager if you're unsure how to do this) you would like to assign an Email Reminder to and go into its administration area.
From the Common Tasks tab of the Activity, click Set reminder emails. Alternatively, you can click on the Email Reminders tab on the left-hand side.
If any Email Reminders have already been created for this Activity, they will appear here.
To create a new one, click New Email.
You will now be presented with a 3-step wizard.
Add a Subject. This will be the subject line of the email when it is received. This field is mandatory.
Write a customised Email Reminder using the Custom Fields. To learn about how to use Custom Fields, see the Use Custom Fields in an Email Reminder guide.
In this example, which is confirming a User's registration onto an Activity, the email could be worded as follows:
Note: When the LMS sends the email, by default, it will be sent from a noreply address, so we would recommend adding contact details at the bottom of the email as in the above example.
Click Send Test Email to check the formatting.
Note: the test email will go to the email address set in your own profile and it will be addressed to you, as you are logged in as an Administrator. The set password link won't work if clicked on as it is a test email. The due date field, if included, will also display as the current date. However, these fields will work correctly when sending to a real registered User where it is able to pull in correct data.
Click Next once you have checked your email and are happy with it.
This step allows you to set who will receive the email. If you want the Email Reminder to go to everyone, you don’t have to set up a rule, and you can skip this step by clicking Next.
Otherwise, if the email will be targeting specific Users, click on the Click to add link.
Search for the relevant Groups (or tick the boxes next to the Categories if you chose this in the above step). In this example, the email is for the ‘Learning Llamas plc’ Organisation, so we’ll tick that.
Note: you may only see one Organisation in the Groups box.
The final step allows you to set up how often to send out the email. If we wanted to send this email to go out at a future date, we would select Start running on and enter the date, as shown below.
You might also notice from the above screenshot that there is an option not to send the email and save it as a draft instead.
As this example is an email to confirm a registration, we want it to go out On registration, to Start running now and send to the Registered User, as shown in the screenshot below.
Click Finish to complete. You will be returned to the Email Reminders tab where you can edit, cancel or delete the Email Reminder.
Don't forget, you can set up multiple Email Reminders for different purposes. For example, to remind Users of upcoming or overdue due dates, congratulate them on completing the learning, or even just to send them information on a once-only basis.