LMS Email Templates

The LMS includes a variety of email templates used to send automated notifications to learners, managers, and administrators. This reference guide explains the purpose of each template, when it is triggered, and the dynamic tags available for customising email content.

You can access the Email Templates page by navigating to Admin Dashboard > Settings > Email Templates.

Administrators can edit the available email templates and also add templates for different languages.

The LMS email templates are split into categories.

General

Account management and login emails.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Add New User (Welcome Email)	Learner	Sent when an admin sends a Welcome Email via Send Invites, or creates an account for a new user via bulk upload or API. Welcomes them and provides login details.	#FIRST_NAME# #GENERATE_APP_PASSWORD# #LOGINLINK# #USERNAME# #WEBSITE#
Add User Account (via Admin)	Learner	Sent when an admin creates a user account directly on the LMS.	#FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Content Completion to Line Manager Applicable when a line manager is assigned to the user	Manager	Sent to a line manager when one of their team completes a key piece of content, with their score.	#CONTENT_TITLE# #CONTENT_TYPE# #MANAGER_FIRST_NAME# #MANAGER_LAST_NAME# #SCORE# #USER_FIRST_NAME# #USER_LAST_NAME# #WEBSITE#
Get Login Inactive	Learner	Sent when a requests a login to the LMS Platform.	#FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Notify Admin that user has been locked out of the Academy	Admin	Sent to the admin when a learner is locked out after too many failed login attempts.	#FIRST_NAME# #LAST_NAME# #WEBSITE#
Post comment notification	Learner	Sent when someone comments on a post the recipient has published.	#FIRST_NAME# #LAST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Re-send Login (via Admin)	Learner	Sent when an administrator manually resends login credentials from the admin panel. Send Login Link option on the Edit User.	#FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Re-send Login (via Front End)	Learner	A login reminder triggered from the Manage Learners page, under Users > Invite Icon > Remind Login Details.	#FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Retrieve Login (via Front End)	Learner	Sent when a user clicks "Retrieve Login" on the login page.	#FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Send Marked Course Files	Learner	Sent when a manager or admin sends specific downloadable course files to a learner.	#FIRST_NAME# #LOGINLINK# #MATERIALLIST# #USERNAME# #WEBSITE#
User tagged notification	Learner	Sent when someone mentions (tags) the recipient in a post or comment.	#FIRST_NAME# #LAST_NAME# #LOGINLINK# #POSTLINK# #USERNAME# #WEBSITE#

Gamification

Emails triggered by the badges and awards feature.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Award/Badge to User	Learner	Sent to a learner when they received an Award or Badge, with a list of what they earned.	#AWARDLIST# #AWARD_BADGE_LIST# #AWARD_LIST# #COMMENT# #FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#

Tests & Assessments

Emails related to tests, assessments, and the marking process.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Invited User (Test/Assess)	Learner	Sent when a manager assigns a learner to take an online test or assessment.	#COURSE# #COURSELIST# #FIRST_NAME# #LOGINLINK# #TYPE# #USERNAME# #WEBSITE#
Taken - To Mgr	Manager / Assessor	Sent to the manager when a learner completes an assessment and marking is required.	#COURSE_TYPE# #FIRST_NAME# #LOGINLINK# #TYPE# #UFIRST_NAME# #ULAST_NAME# #USERNAME# #WEBSITE#
Test Marked - User	Learner	Sent to the learner when their test has been marked. Prompts them to view their result.	#FIRST_NAME# #LOGINLINK# #TEST# #USERNAME# #WEBSITE#

Reviews

Emails supporting the platform's Reviews feature.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Review Marked - User	Learner	Sent to a learner when their most recent Review has been marked.	#FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Reviews Engagement	Learner	Sent to a user when they have been invited to complete a Review.	#FIRST_NAME# #LAST_NAME# #LOGINLINK# #TITLE# #USERNAME# #WEBSITE#

Materials

Emails relating to downloadable learning materials.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Taken - To User (Materials)	Learner	Sent after an assessment, recommending downloadable materials based on the learner's answers.	#COURSE_TYPE# #FIRST_NAME# #LOGINLINK# #MATERIALLIST# #MATERIALS# #USERNAME# #WEBSITE#

eLearning

Emails for eLearning assignment, completion, and overdue notifications.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Mgr 'Take' - To User (E-Learning)	Learner	Sent when a manager records a learner's eLearning completion on their behalf.	#FIRST_NAME# #LOGINLINK# #TITLE# #TYPE# #USERNAME# #WEBSITE#
Overdue eLearning Notification (to Line Manager)	Manager or whoever sent the eLearning invite if no line manager is assigned	Sent to a line manager listing team members with overdue eLearning. CSV attached.	#CONTENT# #RECIPIENT# #WEBSITE#
Send Battle Invite Only visible when Genie Battles are enabled Inactive	Learner	Sent when a learner is invited to participate in a Genie Battle challenge.	#BATTLELIST# #FIRST_NAME# #LAST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Send Genie Quest Invite Only visible when Genie Quests are enabled	Learner	Sent when a learner is invited to take a Genie Quest (mobile eLearning).	#ELEARNING# #ELEARNINGLIST# #FIRST_NAME# #LAST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Send elearning Invite	Learner	Sent when a manager or admin assigns specific eLearning courses to a learner.	#DUE_DATE# #ELEARNING# #ELEARNINGLIST# #FIRST_NAME# #LAST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Taken - To User (E-Learning)	Learner	Sent after an assessment, recommending eLearning courses based on the learner's answers.	#ELEARNING# #ELEARNINGLIST# #FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
eLearning Due Today (to Learner)	Learner	Sent to a learner on the day their assigned eLearning course reaches its due date.	#ELEARNING_LINK# #ELEARNING_TITLE# #FIRST_NAME# #LAST_NAME# #WEBSITE#

Classrooms

Emails for the full lifecycle of classroom events and webinars. Listed alphabetically as in the dropdown.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Attendance Confirmation Email	Learner	Sent to confirm a learner's attendance at a classroom event has been officially recorded.	#ATTENDANCE_STATUS# #EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #WEBSITE#
Automatic Classroom Reminder	Learner	Sent automatically to registered learners a set number of days before a classroom event as a preparation reminder.	#ADDITIONAL_INFO# #CLASSROOM# #COUNT# #COURSE# #END_DATE# #END_TIME# #FIRST_NAME# #LAST_NAME# #START_DATE# #START_TIME# #WEBSITE#
Automatic Webinar Reminder	Learner	Sent automatically before a webinar, including the join link and countdown.	#ADDITIONAL_INFO# #CLASSROOM# #COUNT# #COURSE# #END_DATE# #END_TIME# #FIRST_NAME# #LAST_NAME# #START_DATE# #START_TIME# #WEBINAR_LINK# #WEBSITE#
Change Classroom Status	Learner	Sent when the status of a learner's classroom booking changes (e.g. confirmed).	#CLASSROOM# #FIRST_NAME# #LAST_NAME# #STATUS# #TITLE# #WEBSITE#
Classroom (Withdrawn from TBC/webinar)	Learner	Sent to confirm a learner has been withdrawn from a TBC or webinar-type event.	#EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #STATUS# #WEBSITE#
Classroom Change (to Managers)	Manager	Sent to managers and tutors when key event details (date, location, tutor) have changed.	#AGENDA# #CHANGES# #END_DATE# #END_TIME# #EVENT_TITLE# #FIRST_NAME# #LOCATION# #ROLE# #START_DATE# #START_TIME# #TIMEZONE# #TUTOR_NAME# #WEBSITE#
Classroom Confirmation (TBC)	Learner	Sent to confirm enrolment in a classroom event whose date is still to be confirmed.	#CLASSROOM# #EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #LOCATION# #MAP_LINK# #RESOURCES_LINK# #TUTOR# #WEBSITE#
Classroom Confirmation (Webinar)	Learner	Sent to confirm enrolment in a webinar, including date, time and join link.	#AGENDA# #EVENT_DATE# #EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #SDATE# #TIME# #WEBINAR_INFO# #WEBINAR_LINK# #WEBSITE#
Classroom Delegates: Info Email	Learner	Sent to enrolled delegates with full event details: dates, times, location, tutor and resources. This is via Event list page > Msg icon.	#AGENDA# #CLASSROOM# #COURSE# #EDATE# #EVENT_DATE# #EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #LOCATION# #MAP_LINK# #RESOURCES_LINK# #SDATE# #TIMES# #TUTOR# #WEBSITE#
Classroom Enrol	Admin	Sent to the admin to notify them a user has signed up for an event.	#CLASSROOM# #COURSE# #END_DATE# #END_TIME# #EVENT_DATE# #LOCATION# #RECIPIENT# #START_DATE# #START_TIME# #USER# #WEBSITE#
Classroom Enrol Requiring Sign-off	Manager	Sent to the manager when a learner signs up for an event and needs their approval.	#CLASSROOM# #COURSE# #END_DATE# #END_TIME# #EVENT_DATE# #LOCATION# #RECIPIENT# #START_DATE# #START_TIME# #USER# #WEBSITE#
Classroom Reminder	Learner	Sent manually to prompt a learner to confirm their participation.	#COURSE# #FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Classroom Sent	Learner	Sent to a learner confirming an admin has enrolled them on a classroom or webinar.	#CLASSROOM# #COURSE# #FIRST_NAME# #WEBSITE#
Classroom Sign-up	Admin	Sent to the administrator when a learner self-enrols in a classroom event.	#CLASSROOM# #COURSE# #END_DATE# #END_TIME# #FIRST_NAME# #LOCATION# #START_DATE# #START_TIME# #USER# #WEBSITE#
Classroom Waitlist Confirmation Available for New Event UI	Learner	Sent to confirm a learner has joined the waitlist for a fully booked event.	#EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #WEBSITE#
Classroom Waitlist Left Available for New Event UI	Learner	Sent to confirm a learner has left the event waitlist.	#EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #WEBSITE#
Classrooms - Manager Sign Off Request Denied (to Admins & Managers)	Admin & Manager	Sent to admin/manager confirming a learner's enrolment request was declined and they were removed.	#DATE# #EVENT_TITLE# #FIRST_NAME# #UFIRST_NAME# #ULAST_NAME# #WEBSITE#
Classrooms - Manager Sign Off Request Denied (to User)	Learner	Sent to the learner informing them their manager has rejected their enrolment request.	#DATE# #EVENT_TITLE# #FIRST_NAME# #WEBSITE#
Invited Classroom	Learner	Sent when a learner is invited to attend a classroom event or webinar.	#AGENDA# #CLASSROOM# #COURSELIST# #COURSE_TYPE# #EDATE# #EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #LOCATION# #LOGINLINK# #MAP_LINK# #RESOURCES_LINK# #SDATE# #TIMES# #TUTOR# #USERNAME# #WEBINAR_LINK# #WEBSITE#
Manager needs to confirm	Learner	Sent to the learner confirming their enrolment request is awaiting manager sign-off.	#COURSE# #WEBSITE#
Notify Admin on Max Attendees Reached to Activate Classroom Event	Admin	Sent to admin when a classroom event reaches its maximum number of attendees.	#EVENT_DATE# #EVENT_TITLE# #LOCATION# #MAX_SPACES# #SPACES_BOOKED# #WEBSITE#
Notify Admin on Max Attendees Reached to Activate Webinar Event	Admin	Sent to admin when a webinar reaches its maximum number of attendees.	#EVENT_TITLE# #MAX_SPACES# #SPACES_BOOKED# #WEBINAR_LINK# #WEBSITE#
Notify Admin on Min Attendees Reached to Activate Classroom Event	Admin	Sent to admin when the minimum required attendees for a classroom event is reached.	#EVENT_DATE# #EVENT_TITLE# #LOCATION# #MIN_SPACES# #SPACES_BOOKED# #WEBSITE#
Notify Admin on Min Attendees Reached to Activate Webinar Event	Admin	Sent to admin when the minimum required attendees for a webinar is reached.	#EVENT_TITLE# #MIN_SPACES# #SPACES_BOOKED# #WEBINAR_LINK# #WEBSITE#
Notify Learner, Tutor and Line Manager on Cancel Enrolment	Learner, Admin & Manager	Sent to the learner, their tutor and line manager when a learner cancels their enrolment.	#DATE# #EVENT_DATE# #EVENT_TITLE# #FIRST_NAME# #UFIRST_NAME# #ULAST_NAME# #WEBSITE#
Notify Travel Manager That Travel Arrangements Need To Be Made	Travel Manager	Sent to travel managers when travel details for a classroom event are added or updated.	#CHANGES# #END_DATE# #END_TIME# #EVENT_TITLE# #FIRST_NAME# #LOCATION# #LOGINLINK# #START_DATE# #START_TIME# #TIMEZONE# #TUTOR_NAME# #WEBSITE#
Register Classroom Interest Available for Old Event	Learner	Sent to confirm a learner has registered interest in an event whose details are still being finalised.	#CLASSROOM# #COURSE# #FIRST_NAME# #LAST_NAME# #WEBSITE#
Remove Delegate from Classroom	Learner	Sent when a learner is removed from a classroom event enrolment.	#COURSELIST# #COURSE_TYPE# #FIRST_NAME# #LAST_NAME# #WEBSITE#
Send Agenda (to Line Manager) Only visible when Line Manager or Performance module is enabled Inactive - Agenda removed as part of the refresh.	Manager	Sent to the line manager when their learner is enrolled on an event, with full details and agenda.	#AGENDA# #CLASSROOM_TITLE# #COURSE# #END_DATE# #END_TIME# #EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #LEARNER_FIRST_NAME# #LEARNER_LAST_NAME# #LOCATION# #START_DATE# #START_TIME# #TIMEZONE# #WEBSITE#
Send Agenda (to Tutor) Inactive - Agenda removed as part of the refresh.	Admin	Sent to the assigned tutor when a classroom event is activated, with event details and agenda.	#AGENDA# #COURSE# #END_DATE# #END_TIME# #EVENT_TITLE# #LOCATION# #START_DATE# #START_TIME# #TIMEZONE# #TUTOR_FIRST_NAME# #TUTOR_LAST_NAME# #WEBSITE#
Send Feedback (to Learner) Only visible when Classroom Feedback is enabled	Learner	Sent after an event when the tutor submits the learner's attendance status, score and feedback.	#ATTENDANCE_STATUS# #CLASSROOM_TITLE# #FEEDBACK# #FIRST_NAME# #LAST_NAME# #SCORE# #TUTOR_FIRST_NAME# #TUTOR_LAST_NAME# #WEBSITE#
Send Feedback (to Line Manager) Only visible when Classroom Feedback + Line Manager/Performance are enabled	Manager	Sent to the line manager with the tutor's feedback and attendance record for their learner.	#ATTENDANCE_STATUS# #CLASSROOM_TITLE# #FEEDBACK# #FIRST_NAME# #LAST_NAME# #LEARNER_FIRST_NAME# #LEARNER_LAST_NAME# #SCORE# #TUTOR_FIRST_NAME# #TUTOR_LAST_NAME# #WEBSITE#
Send Feedback (to Tutor) Only visible when Classroom Feedback is enabled	Admin	Sent to the tutor confirming their feedback for a specific learner has been saved.	#ATTENDANCE_STATUS# #CLASSROOM_TITLE# #FEEDBACK# #LEARNER_FIRST_NAME# #LEARNER_LAST_NAME# #SCORE# #TUTOR_FIRST_NAME# #TUTOR_LAST_NAME# #WEBSITE#
Tell Managers about New Classroom	Manager	Sent to managers when a new classroom event is published on the platform.	#END_DATE# #END_TIME# #EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #LOCATION# #PRE-REQUISITES# #START_DATE# #START_TIME# #TUTOR# #WEBSITE#
Tell Managers about New Webinar	Manager	Sent to managers when a new webinar is published on the platform.	#END_DATE# #END_TIME# #EVENT_TITLE# #FIRST_NAME# #LAST_NAME# #PRE-REQUISITES# #START_DATE# #START_TIME# #TUTOR# #WEBINAR_INFO# #WEBINAR_LINK# #WEBSITE#

Curricula

Emails for structured learning pathways made up of multiple content items.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Completion of Curricula	Learner	Sent to a learner when they successfully complete all content within a curriculum.	#COURSE# #DEVSTREAM# #FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Curricula Changed	Learner	Sent to enrolled learners when new or updated content has been added that must be completed.	#COURSE# #COURSE_TYPE# #DEVSTREAM# #FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Curricula Content Released Email	Learner	Sent when new drip-feed content within a curriculum becomes available to a learner.	#CONTENT# #COURSE# #FIRST_NAME# #LAST_NAME# #LOGINLINK# #WEBSITE#
Curricula Enrol	Learner	Sent to a learner confirming they have been enrolled on a curriculum.	#COURSE# #FIRST_NAME# #WEBSITE#
Invited Curricula	Learner	Sent when a manager assigns a learner to a curriculum, listing the content included.	#DEVSTREAMLIST# #DEV_STREAM# #FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Push Curricula	Learner	A reminder sent to a learner who has not yet started or completed their curriculum.	#COURSE# #DEVSTREAM# #FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#

FAQ

Emails supporting the Expert question-and-answer feature.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Alert to Expert: User Question	Expert	Sent to a nominated expert when a learner submits a question directed at them.	#ENQUIRER_NAME# #FIRST_NAME# #LOGINLINK# #USERNAME# #WEBSITE#
Alert to User: Expert Answer	Learner	Sent to the learner when the expert answers their question, including the full answer.	#ANSWER# #EXPERT# #QUESTION# #USER_NAME# #WEBSITE#
New Question from Learner to Admin	Admin	Sent to admin when a learner submits a question, including their contact details.	#LEARNER_EMAIL# #LEARNER_FIRST_NAME# #LEARNER_LAST_NAME# #LEARNER_TELEPHONE_NUMBER# #QUESTION# #WEBSITE#

Reporting

Emails generated by the automated reporting features — always visible.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Report notification - automated scheduled reports	Admin	Sent when a scheduled report is ready to download. Includes a direct link to retrieve it.	#LOGINLINK# #REPORTLINK# #REPORT_TITLE# #WEBSITE#
Report notification - large batch reports	Admin	Sent when a large report finishes generating. The report file is attached directly.	#REPORT_TITLE# #WEBSITE#

Reward Centre

Emails triggered when learners interact with the Reward Centre (points redemption).

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Reward Accepted	Learner	Sent to the learner confirming their reward redemption request has been approved.	#COMPANY# #FIRST_NAME# #TITLE# #TYPE# #WEBSITE#
Reward Declined	Learner	Sent to the learner informing them their reward redemption request has been declined.	#COMPANY# #FIRST_NAME# #TITLE# #TYPE# #WEBSITE#
Reward Request	Admin	Sent to admin when a learner submits a reward redemption request for approval.	#COMPANY# #FIRST_NAME# #LAST_NAME# #TITLE# #TYPE# #WEBSITE#

Knowledge Contest

Emails triggered by the Knowledge Contest (Challenge) feature.

Email Template Name	Who Receives This	When It Is Sent	Available Tags
Knowledge Contest - Opponent Notifications	Learner	Sent to a learner when another user challenges them to a Knowledge Contest.	#CHALLENGER_NAME# #FIRST_NAME# #KC_LINK# #KC_TITLE# #LAST_NAME# #WEBSITE#
Knowledge Contest - Result Notifications	Learner	Sent to participant when a Knowledge Contest finishes, showing the final result.	#CHALLENGER_NAME# #FIRST_NAME# #KC_RESULT# #KC_TITLE# #LAST_NAME# #OPPONENT_NAME# #WEBSITE#

Keep This Guide Handy

You now have a reference for the available email templates in the LMS, including their purpose, triggers, and supported dynamic tags. Use this guide whenever you need to review or customise system emails to ensure your communications remain clear, consistent, and aligned with your organisation's needs.