Creating Notification Template for Class Cancellation

If a Class is cancelled, you may want to notify instructor and students that were going to be attending the class. You can create a Notification Plan in Skillable TMS to let them know.

Create a Notification

1. Open notification plans, from Site Administration on the Notifications tile, select Create Notification Plan.

2. Input a name and description for the notification.

3. The trigger is when a class’s status is changed to cancelled. The Trigger Event is Class Cancelled.

4. Add filters, as needed.

5. An administrator is the one cancelling the class, making the Triggered by Administrator.

6. The student(s) and the instructor(s) can be sent the notification. If the notification is only to the students, then the To is User. To add instructors assigned to the class, check Instructor.

7. Fill in From and Subject. Add a *CC as needed.

8. Add Calendar Integration for the user to add an appointment for their class Enrollment.

9. Uncheck Enabled until you are ready to test the notification.

10. Input your text with replacement text for the notification.

11. On the Organization tab, assign the organization(s) where the notification will be used.

12. If you wish to limit it the notification to specific courses, select them on the Courses tab.

Enable Notifications for a Class

Notifications related to classes must have Enable Notifications checked to have them sent.

To enable notifications on a class,

1. Edit the class and stay in the Basic Information section.

2. Select Show Advanced Settings in the top right above the section header.

3. Check the box for Enable Notifications.

You can also add this as a default setting so that each class created has notifications enabled. To do this,

1. Edit your Organization profile.

2. Open the Preferences tab.

3. Under Class Settings, check Enable Class Notifications.

Test a Cancelled Class Notification

Testing a notification gives you the opportunity to verify that the notification sends when you want it to go out and does not send when you do not want it to go out. You can limit the impact by restricting the notification to only go out for one Course.

For testing purposes, to limit the Users a notification is sent to you may create a course specifically for this purpose and then specify the course in the notification plan.

To create the course with the minimum fields:

1. From Site Admin on the Courses tile, select Create Course.

2. On the Basic Information tab,

   1. Input a name for the course, Testing Automated Notifications.

   2. In the Program field select Training.

   3. On the Content Provider field, select your organization.

   4. Check the box to enable Available Instructor-Led.

3. On the Publishing Groups tab, add a publishing group under your organization.

Time Trigger notifications are sent out at the top of each hour and trigger for any class within the previous 59 minutes. If your notification is set up to send a reminder 24 hours after class ends, you will need to schedule a class starting the today and check that the notification has been sent tomorrow.

Open your Notification Plan, if you have disabled the notification you will need to add the Enabled filter on the Find Notifications page and filter by Is not Enabled.

To set up testing, begin by preparing your notification.

1. Select Edit on the notification.

2. Open the Courses tab and select Specify courses.

3. Under the Individual courses heading, select Add course.

4. Search for and select a course named, Testing Automated Notifications, then select OK.

5. On the Basic Information tab, check the Enabled box.

6. Save.

Create a class

1. Create a new class using the course set on your notification.

2. Verify any notification filters you have set are set in the class. For example, if the class must be Dedicated for the notification to send, then assign a company to the class.

3. Add an instructor to the class.

4. Save the class.

Create Enrollments

1. On the Class Roster, select the Add Students link.

2. Search for and select fake students or staff so that no one is sent a confusing notification, select OK to add the students to the roster.

3. Each student is added in the Enrollment status of Enrolled.

4. Select Save at the bottom of the roster to complete the enrollments.

Cancel the Class

1. Select the Edit link at the top of the roster page.

2. Change the class status to Cancelled.

3. Save.

Check for Notifications

1. Select the Details link in the top right corner of the page to return to the Class profile.

2. Select the Find Sent Notifications link to view all notifications sent for the class.

Enable your Notification

Once you have completed testing, you will want to enable your notification to put it in use.

1. Return to your Notification Plan to select Edit and open the Courses tab.

2. To make your notification available for all courses used in your organization, remove the Testing Automated Notifications course and select Applies to all courses.

3. To make your notification available for specific courses used in your organization, remove the Testing Automated Notifications course. Select Add Course and select all courses that need this notification, then select OK.

4. Save.

Additional Resources

For more information on class notifications and descriptions of all the available fields, read Creating Notification Template for Class Cancellation.