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Academy Email Customizations and Reminder

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Available for Invite, Welcome, Reminder and Completion Emails

The new Email Settings hub allows you to manage your email settings and user communications in a single place. We have a set of new email features that empower Admins to customize the messaging of these communications through email templates and drive user engagement through programmable reminder emails for Customer LMS invites and content assignments.

How do I access the new Email Settings hub?

Navigate to the Academies Admin console > (Sub-navigation bar) Settings > Emails:

How do I customize my emails?

Customizing your email template logo

First, ensure the logo you want on your email template is the right one you want by heading to the Theming Tab. Select Registration Page on the top navigation bar and find the Logo setting on the left sidebar.

Updating this will update both the logo that displays on your Registration page as well as your default email template.

Editing Email Templates

To set up a custom email template, click the edit pencil icon on the email type:

In a custom email template, you can customize an email’s

  • Subject Line

  • Body Text

  • Call-to-Action Button Label

We’ve also introduced programmable content variables, which allow you to reference dynamic data fields (e.g. Academy Name, User Name, Training Name) to customize and personalize your emails. You can access this by scrolling down in the template modal to see the full list of variables available for use in your selected email template, click the “copy” icon to copy the variable to your clipboard, and paste it anywhere in the template.

Previewing your email template

You can see what the template will look like before saving it or turning on by selecting the Preview button:

Which emails can I customize?

You can customize the following emails:

  • Academy Invite Emails

  • Content Enrollment

  • Reminder Emails

  • Certificate Completion Emails

  • Scheduled Reports

  • Guide Notifications

How do I set up reminder emails?

There are 2 types of reminders available:

  1. Academy Invite Reminders: Remind users that have been invited to your Academy to complete their registration

  2. Content Engagement Reminders: Remind users to complete content that has been assigned to them.

To set up an Academy Invite Reminder, set the number of days since the initial Academy invite that you want to elapse before triggering each reminder email. You can set up to two reminder emails.

For content engagement reminders, we support two types of triggers:

  1. Assigned due date

  2. Users' last activity on a particular piece of content.

There are two types of due date-based reminders:

  1. Due Date Reminders: You can program reminders to trigger X days before an assigned piece of content’s due date

  2. Overdue Reminders: You can program reminders to trigger X days after an assigned piece of content’s due date has passed

    If you don’t want to assign due dates to your users, you can turn on Last Activity Reminders, which allows you to remind users X days since the last day they interacted with their assigned content. Here, an interaction is defined by making a change to the Course (e.g. answering a question, or moving to the next module).

    Let’s run through 2 scenarios, where you’ve set up reminders to trigger 2 and 4 days since the user’s last interaction with their assigned training.

    • Scenario 1: If a user is enrolled in a Course and starts it on Day 1 but doesn’t open it again, they will receive a reminder to complete their course on Day 3 and Day 5

    • Scenario 2: If a user is enrolled in a Path or Certification with 3 courses (Course #1, Course #2, and Course #3), and completes Course #1 on Day 1 but does not start Course #2, they will receive a reminder to complete their P

    • ath or Certification on Day 3 and Day 5

Can users manage their own email settings?

Users can unsubscribe from the following emails through their Academy user profile page:

  1. Content assignment notifications

  2. Content completion reminders

FAQ

  • Where does the 'Support' link in the footer route to?

    • If you configured a Reply-To Address, this will route to that email address. If you did not configure a Reply-To Address, this will route to the WorkRamp Support team. For details on how to set up a Custom Email Sender address, please see our help article here.

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