Event Notifications

Overview

This page provides a comprehensive reference for all notifications related to Events. Understanding which notifications are sent automatically and which require configuration helps you ensure learners and administrators stay informed throughout the event lifecycle.

Pre-requisites

Event notifications are managed through event settings and company-level notification preferences.

Role Requirements

💡 Tip: Learners can control their email preferences in their personal settings. If a learner reports not receiving notifications, check their email preferences first.

Notification Types at a Glance

New Enrolments and Applications

Event Application

When: A learner applies to attend an event that requires approval.

Sent to: Configurable—can be sent to the learner's manager or other named individuals.

Automatic: No—you must enable this in event settings.

Purpose: Alerts approvers that someone is waiting for a decision on their attendance request.

Event Enrolment or Application Approved

When:

• A learner's event application is approved

• A learner is enrolled directly by a manager, admin, or other user

Sent to: The enrolled learner (automatic), plus configurable additional users.

Automatic: Yes—learners always receive this.

Purpose: Confirms attendance and provides event details, including calendar invite.

Event Application Rejected

When: A learner's event application is rejected by a manager, admin, or other approver.

Sent to: The learner who applied.

Automatic: Yes.

Purpose: Informs the learner their application wasn't successful.

Unenrolments

Event Enrolment Cancelled

When: A learner cancels their own enrolment.

Sent to: The learner (automatic), plus configurable manager or named individuals.

Automatic: Yes—learners receive confirmation of their cancellation.

Purpose: Confirms the cancellation and can alert organisers to the change.

Event Unenrolled by Another User

When: A learner is removed from an event session by someone else (such as an admin).

Sent to: The affected learner.

Automatic: Yes.

Purpose: Informs the learner they are no longer attending and explains why (if a reason was provided).

Event Reminders

Upcoming Event Reminder

When: Automatically sent 1 day before the event session at 12pm (noon) in the company's timezone.

Sent to: All enrolled learners.

Automatic: Yes—the default 1-day reminder is always sent.

Additional reminders: You can configure extra reminders in event settings:

• Choose different timing (e.g., 1 week before, 2 days before, 2 hours before)

• Add custom messages to include in the reminder email

• Set up multiple reminders for the same event

💡 Tip: Custom reminder messages are great for including joining instructions, what to bring, or pre-reading materials.

Waiting Lists

Event Waiting List Joined (to Organiser)

When: A learner joins the waiting list for a full session.

Sent to: Configurable—can be sent to the learner's manager or named individuals.

Automatic: No—you must enable this in event settings.

Purpose: Alerts organisers that there's demand beyond current capacity.

Enrolled in Event (Moved from Waiting List)

When: A learner is moved from the waiting list to either:

• Pending status (if approval is required)

• Enrolled status (if no approval is needed)

Sent to: The learner.

Automatic: Yes.

Purpose: Informs the learner they now have a confirmed place (or are pending approval).

Event Changes and Cancellations

Event Has New Details

When: Event or session details change, such as:

• Location update

• Date or time change

• Venue modification

• MS Teams or Zoom meeting regeneration

Sent to: All enrolled learners.

Automatic: Yes.

Purpose: Ensures attendees have the latest information. Includes updated calendar invite.

Event Cancelled

When: An event session is archived (cancelled).

Sent to: All enrolled learners.

Automatic: Yes.

Purpose: Informs learners the event is no longer happening.

Missed Event Notification

When: A learner misses an event (was enrolled but attendance not marked or marked as absent).

Current status: There is currently no automatic "missed event" notification. Learners are not notified if they miss an event.

Workaround: Use the attendance report to identify no-shows and send manual follow-up messages if needed.

Event Attendance

Event Attended

When: A learner's attendance is marked (either by admin, host, or system).

Sent to: Configurable—can be sent to the learner's manager or named individuals.

Automatic: No—you must enable this in event settings.

Purpose: Keeps stakeholders informed about training completion.

Learner Confirm Attendance

When: After events with the attendance type set to "Learner marks attendance."

Sent to: Enrolled learners.

Automatic: Yes.

Purpose: Invites learners to confirm whether they attended the session.

Learner Confirm Attendance Reminder

When: Follow-up to learners who haven't yet confirmed their attendance.

Sent to: Enrolled learners who haven't responded.

Automatic: Yes.

Purpose: Encourages learners to complete their attendance confirmation.

Event Attendance Due

When: After the event session ends (for Admin or Host marks attendance types).

Sent to: The designated person responsible for marking attendance (event host or admin).

Automatic: Yes.

Purpose: Prompts the organiser to record who attended.

Event Attendance Reminder

When: Follow-up if attendance hasn't been marked yet.

Sent to: The event host or admin responsible for attendance.

Automatic: Yes.

Purpose: Ensures attendance is recorded for reporting and completion tracking.

Configuring Notifications

At Event Level

When creating or editing an event, navigate to the Notifications section to configure:

1. Notify on new enrolment – Who is notified when someone enrols

2. Notify on cancellation – Who is notified when someone cancels

3. Notify on waitlist – Who is notified when someone joins the waitlist

4. Notify on completion – Who is notified when attendance is marked

Recipient Options

For each notification type, you can choose:

• Learner's manager – The enrolled user's line manager

• Named individuals – Specific users you select

Reminder Configuration

In the Reminders section:

1. Click Add Reminder

2. Select timing (days or hours before)

3. Optionally add a custom message

4. Repeat to add multiple reminders

FAQs

Why didn't a learner receive their notification?
Check their email preferences in personal settings. Learners can opt out of certain notification types.

Can I preview notification emails?
Currently, there's no preview function. Notification content follows standard templates.

Do notifications go to both email and in-app?
Yes, most notifications appear both as emails and in the in-app notification centre.

Can I customise the notification text?
Reminder emails can include custom messages. Other notifications use standard templates.

What timezone are reminders based on?
Reminders are sent based on the company's default timezone.

Are notifications sent for archived events?
Cancellation notifications are sent when archiving. No further notifications are sent for archived events.

Is there a notification for missed events?
No, there is currently no automatic notification when a learner misses an event. You can use attendance reports to identify no-shows.

Troubleshooting