Enrolment Message Texts | Scheer IMC - Customer Documentation (EN)

Enrolment message texts are the email templates sent when a user's enrolment status for a course or learning path changes. The "Enrolment Message Texts" function is where the email templates containing the email subject and body content are configured globally. As standard there are just over 50 enrolment message texts which are all completely configurable and more can be created from scratch or via duplication if needed. In the "Enrolment Messages Texts" function a preview will automatically display at the bottom of the page when a single enrolment message text is highlighted. The Preview provides a good indication of the email layout and the information that is contained within. The clever use of variable placeholders ensures that the enrolment message texts are personalised with dynamically updated training and participant information; in the example below the variable placeholders can be identified as they are surrounded by "$" characters.

The e-mails can be dispatched in HTML or plain text formats, depending on the configuration. Registration messages are provided in all active system languages and user profiles can be enable user to select their "Preferred working language" for emails.

Functions of the Enrolment Message Text Manager

New

Use the "New" icon to create a new message template or use the "Edit" icon to update an existing message template. Within each message template are the "Subject" and "Content" fields (in HTML and Text) for each activated system language where values are typed. On the right-hand side are folders that contain the variable placeholders that are used to dynamically update the message content with specific details of the training or participants. To insert a variable place the cursor in the desired spot within the field and then click on the desired variable in the folder.

Once changes are complete, click "Save" and the changes will take effect immediately. Set Clearances accordingly to determine access rights for the message template to control who can view (use in a trigger in Enrolment Messages function), edit, or delete.

New

Duplicate

Edit

Delete

Clearances

Clearance

Preview

With the preview function it is possible to see how the layout of enrolment message would look like.

Examples of Commonly Sent Enrolment Messages

Some of the more commonly sent message text templates are:

1000 – Booking Confirmation for User
- Condition: Generally sent to participants to advise them of successful self-enrolments to courses.
1001 – Booking Information for Superior
- Condition: Sent to Superior (email relationship) and BU Supervisors to inform of the staff member training enrolment.
1002 – Booking Information for Administrator
- Condition: Sent to Administrator (Course Administrator) to inform on new enrolments.
1003 – Waitinglist Information for User
- Condition: Sent to participants in case no free places are available and the user is set on the participant list.
1004 – Waitinglist Information for Supervisor
- Condition: Sent to Superior (email relationship) and BU Supervisors to inform that staff members are set to the waiting list of a course.
1005 – Waitinglist Information for Administrator
- Condition: Sent to Administrator (Course Administrator) to inform on new users on the waiting list.
1006 – Cancellation Information for User
- Condition: Sent to participants to inform the user about course cancellation.
1007 – Cancellation Information for Supervisor
- Condition: Sent to Superior (email relationship) and BU Supervisors to inform that staff members are cancelled from a course.
1008 – Cancellation Information for Administrator
- Condition: Sent to Administrator (Course Administrator) to inform that users are cancelled from a course.
1009 – Waitlist Cancellation Information for User
- Condition: Sent to participants to inform the user about their cancellation from waiting list.
1010 – Waitlist Cancellation Information for Supervisor
- Condition: Sent to Superior (email relationship) and BU Supervisors to inform that staff members are cancelled from the waitinglist of a course.
1011 – Waitlist Cancellation Confirmation for Administrator
- Condition: Sent to Administrator (Course Administrator) to inform that users are cancelled from the waitinglist of a course.
1012 – Booking-Request Information for User
- Condition: Sent to participants to inform the user about their course request.
1013 – Information on Confirmation Request for Superior
- Condition: Sent to Superior (email relationship) and BU Supervisors to request first approval confirmation a two-step approval workflow.

1014 – Booking-Request Information for Administrator
- Condition: Sent to Administrator (Course Administrator) to inform that users has requested approval by their supervisor for a course
1015 – Information on booking-request rejection by supervisor to user
- Condition: Sent to participants to inform the user about their course request was decllined by the supervisor.
1016 – Information on enrolment-request rejection for superior
- Condition: Sent to Superior (email relationship) and BU Supervisors to inform the supervisor that the approval request for an employee was declined
1017 – Information on Bokking-Request Refection for Administrator
- Condition: Sent to Administrator (Course Administrator) to inform that a course request of a user has been declined.
1018 – Information on Booking Request Reception for User
- Condition: Sent to participants to inform the user that the request for approval was send to the administrator.

1019 – New Booking Request for Administrator
- Condition: Sent to Course Administrator (meta tag 10007) to approve the participant self-enrolment request.

1020 – Information on Booking-Request Rejection by Administrator to User
- Condition: Sent to participants to inform the user that the request for approval has been declined by the administrator.
1021 – Information on Booking Request Rejection for Administration
- Condition: Sent to Course Administrator (meta tag 10007) to inform about the declination of participant self-enrolment request.

1022 – New Booking Request for User
- Condition: Sent to Participant to confirm if they can attend a training where they have been Third Party enrolled and training has "Third-party with confirmation".

1023 – Information on New Booking Request for Administrator
- Condition: Sent to Course Administrator (meta tag 10007) to inform about a new enrolment request.
1024 – Cancellation Confirmation for User
- Condition: Sent to Participant to inform the user about a cancellation.
1025 – Information on New Booking Request Rejection for Administrator
- Condition: Sent to Course Administrator (meta tag 10007) to inform about the declination of an enrolment request.
1026 – Pre-Booking Confirmation
- Condition: Sent to Participant to inform the user about a prebooking on a course template.
1027 – Pre-Booking Information for Administratior
- Condition: Sent to Course Administrator (meta tag 10007) to inform about a prebooking of a user on a course template.
1028 – Information on Personal-Syllabus for User
- Condition: Set to the participant to inform that the user has been set to the personal syllabus of a course template
1029 – Information on New Personal-Syllabus Update for Administrator
- Condition: Sent to Course Administrator (meta tag 10007) to inform that a user has been set to the personal syllabus of a course template.
1030 – Information on Learning Plan Confirmation for Superior
- Condition: Sent to Superior (email relationship) and BU Supervisors to inform that an employee has been set to the personal syllabus or a course template.

1040 – Booking Confirmation for User
- Condition: Very important as sent to Participant after a Third-Party enrolment has occurred either by Administrator, Superior/Supervisor or automatic enrolment workflow.

1041 – Waitlist Confirmation for User
- Condition: Sent to the participant to inform him that he has been set to the waitinglist
1050 – Information on removal of Personal-Syllabus Item
- Condition: Sent to the participant to inform him that a training has been removed form his personal syllabus.
1051 – Information on removal of Personal Syllabus item for $user_firstname$ $user_lastname$ for superior.
- Condition: Sent to Superior (email relationship) and BU Supervisors to inform that a training has been removed from the Personal Syllabus of an employee.
1052 – Information on removal of Personal-Syllabus item for $user_firstname$ $user_lastname$ for administrator.
- Condition: Sent to Course Administrator (meta tag 10007) to inform that a training has been removed from the Personal Syllabus of a learner.
1053 – Information on enrolment request for user
- Condition: Sent to the participant to inform him that a training has been requested for him.
1054 – Confirmation request for superior
- Condition: Sent to Superior (email relationship) and BU Supervisors to inform that a training has been requested for his employee.
1055 – Information on enrolment request for user
- Condition: Sent to the participant to inform that a training has been requested for the learner.
1056 – Confirmation request for administrator
- Condition: Sent to Course Administrator (meta tag 10007) to inform that a training has been requested for a learner.
1057 – Cancellation information for user
- Condition: Sent to the participant to inform the the enrolment request has been declined.

1058 – Confirmation request for administrator
- Condition: Sent to Superior (email) and BU Supervisors to approve a request when workflow is "Enrolment request with direct enrolment by supervisor".
1059 – Enrolment request to the supervisor
- Condition: Sent to Superior (email relationship) and BU Supervisors to request first approval confirmation a two-step approval workflow.
  - Similar to 1013 which has no standard triggers.
2000 – Request for an external course to superiors
- Condition: Sent to Superior (email) and BU Supervisors to request approval for an external course created by their staff member from an external course template.
  - Can be passed for recording (e.g. for certification points) or for requesting to attend a future training event not delivered by their own organisation.
2001 – Request for an external course to the administrator
- Condition: Sent to Course Administrator (meta tag 10007) to request approval for an external course created by their staff member from an external course template.
  - Can be passed for recording (e.g. for certification points) or for requesting to attend a future training event not delivered by their own organisation.
70005 – Subject: New login name
- Condition: Sent to the user to inform him that the login name has changed.

Enrolment Messages Meta Tags User Attributes