Notification Template for when a Student Late Cancels their Enrollment

If a student cancels their Enrollment in the late cancellation window, you may want to notify the student(s). You can create a notification 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 student’s enrollment status is changed to cancelled. The Trigger Event is Class Enrollment Late Cancelled.
4. Add filters, for example you may want to set the Class Status to Scheduled, then nothing is sent for a class in another status.
5. The student is the one cancelling the enrollment, making the Triggered by User.
6. The student, and perhaps your accounting staff, will need to be notified if there are billing implications. If the notification is only to the student, then the To is User. To notify staff, you can check Organization Manager and select the user role that should receive the notification.
7. Fill in Fromand 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 on 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.
4. Save.

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.
4. Save.

Test a Late Cancellation 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.

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. If you do not have access to this course open a ticket to our Help Desk.
5. On the Basic Information tab, check the Enabled box.
6. Save.

Next 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 Status must be Scheduled for the notification to send, then set your Class Status to Scheduled.
3. Schedule the class start date to be within your late cancellation window.
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, modify as needed.
4. Select Save at the bottom of the roster to complete the enrollments.
5. Select on an enrolled student's name on the roster to open their user profile.
6. Select the Impersonate link to take action as that student.
7. Open the Current Training link.
8. Beside their class enrollment, select the Cancel link.

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 enrollment notifications and descriptions of all the available fields, read Creating New User Notification.