Email Templates

Overview of Email Templates

On the settings page, you can find all the email templates you have on your website. By expanding them you will find some settings to adjust. Switch the tabs to set up the required template.

Each email template consists of:

  • Condition - a condition under which the email will be sent. You can disable it using the toggle, preventing emails from being sent under this condition.

  • Subject - the subject line of the email.

  • Main Content Editor - WYSIWYG (What You See Is What You Get) editor that gives you different options to style your text. There is an option to switch to an HTML editor using the <> button.

  • Smart Tags - shortcodes that the system will replace while email is sending. For example {{current_date}} smart tag will be replaced by the date on which this email is being sent.

  • Send Test Email - special button to send test email to admin.

In addition to the Add Smart Tag button, you can type { symbol, and the system automatically displays the available smart tags that you can use in the main content or email subject:

Email Templates

Let's review all email templates one by one.

Instructors

The Instructors tab includes settings for managing email notifications related to instructor activities. Notifications can be configured for when instructors add new courses, when courses are published, etc. These settings facilitate effective communication and smooth operation of instructor-related functions:

Overview of Instructors Tab

Here is the list of email templates for the current tab:

Email Name
Target Audience
Condition
Smart Tags

Send an email to the admin when the instructor has added their course

Admin

Sent when an instructor adds a new course.

  • {{action}} – added or updated action by instructor

  • {{user_login}} – instructor login

  • {{course_title}} – title of the course

Send an email to the instructor when the course is published

Instructor

Sent when a course created by the instructor is published.

  • {{course_title}} – title of the course

Become an Instructor*

Admin

Sent when a user submits the Become an Instructor form.

  • {{user_login}} – user login

  • {{user_id}} – user ID

  • {{user_email}} – email of the user

  • {{date}} – application date

  • {{degree}} – user’s degree

  • {{expertise}} – field of expertise

Announcement from Instructor

Students

Sent when the instructor posts a new course announcement.

  • {{mail}} – content of the announcement

Instructor application approved

Instructor

Sent when admin approves the become instructor form submitted by user

  • {{instuctor_name}} – full name of the instructor

  • {{login_url}} – URL that brings instructor to the sign-in page

  • {{site_name}} – the title of your website

Instructor application rejected

Instructor

Sent when admin rejects the become instructor form submitted by user

  • {{instuctor_name}} – full name of the instructor

  • {{site_name}} – the title of your website

*fields of the Become Instructor Form may differ based on your setup in LMS Forms Editor.

Lessons

The Lessons tab includes settings for managing email notifications related to the Q&A interactions within lessons. These notifications help maintain effective communication between students and instructors, promptly addressing questions and answers.

Here is the list of email templates for the current tab:

Email Name
Target Audience
Condition
Smart Tags

Q&A Message

Instructor

Sent when a new comment is posted in the lesson's Discussion section by a student.

  • {{user_login}} – student login

  • {{comment_content}} – a message content left by the student

  • {{lesson_title}} – title of the lesson comment has been published

  • {{course_title}} – title of the course comment has been published

Q&A Message Answered

Student

Sent when there is a new reply to the question in the lesson's Discussion section

  • {{user_login}} – user login who replied

  • {{comment_content}} – a message content left by the user

  • {{lesson_title}} – title of the lesson comment has been published

  • {{course_title}} – title of the course comment has been published

Account

The Account tab includes settings for managing email notifications related to user account activities. These notifications help inform users about important actions and changes related to their accounts, ensuring security and smooth operation.

Here is the list of email templates for the current tab:

Email Name
Target Audience
Condition
Smart Tags

Account Premoderation

New Registered User

Sends email notifications with the special URL-link to users to activate their newly registered accounts. Works when Email Confirmation is enabled.

  • {{blog_name}} – title of your website

  • {{reset_url}} – URL link that the user should click on to activate his account

  • {{user_login}} – login of the user on your website

New User Registration

Admin

Sent when there is a new successfull user registration. It has been sent after the user activates his account if Email Confirmation is enabled.

  • {{user_login}} – login of the user on your website

  • {{user_email}} – email of the user registered on your website

  • {{registration_date}} – date of registration

Register on the Website

Newly Registered User

Sends a welcome message to users after the succesfull registration on your platform.

  • {{blog_name}} – title of your website

  • {{user_login}} – login of the user on your website

  • {{login_url}} – URL link that redirects to the sign-in page

Reset Password Request

Password Reset Requested User

Sent when user clicks on the Forgot Password link on the sign-in/up page.

  • {{user_login}} – login of the user on your website

  • {{site_name}} – title of your website

  • {{reset_url}} – URL link that opens a special page to reset the password and set a new one

User Added via Manage Students

Students

Sent when student has been added to the course using Manage Students tab by admin/instructor.

  • {{username}} – login of the user on your website

  • {{password}} – studednt password to access his account

  • {{site_url}} – URL link of the website

Password Changed

Password Changes User

Send when user changed his password.

N/A

Enterprise

The Enterprise tab includes settings for managing email notifications related to the group courses feature. These notifications help streamline communication and operations within organizational and corporate contexts.

Here is the list of email templates for the current tab:

Email Name
Target Audience
Condition
Smart Tags

Enterprise Request

Admin

Sent when a user submits an enterprise request form.

  • {{name}} – name of the student

  • {{email}} – email of the user

  • {{text}} – message from the user

  • {{date}} – request submission date

New group invite

Students

Sent when a user is invited to join a new group.

  • {{site_name}} – name of your website

New user credentials for enterprise group

Students

Sent when a user is added to a group with login credentials.

  • {{username}} – student's username

  • {{password}} – password to access his profile

  • {{site_url}} – site URL

New course available for enterprise group

Students

Sent when a new course becomes available in the group.

  • {{admin_login}} – admin login

  • {{group_name}} – group name

  • {{blogname}} – site name

  • {{course_title}} – course title

  • {{user_url} - URL link redirects to student dashboard

Orders

The Orders tab includes settings for managing email notifications related to order activities. These notifications ensure administrators and users are promptly informed about new orders and their details, facilitating smooth transactions and efficient order management.

Here is the list of email templates for the current tab:

Email Name
Target Audience
Condition
Smart Tags

Order Message for Admin

Admin

Sent when a new order is placed.

  • {{user_login}} – student login

  • {{site_url}} - URL of the website

Additional Settings of the Template

  • Date - inserts order creation date

  • Order ID - inserts a unique Order ID

  • Title - inserts the system-generated title

  • Items List - list of courses, bundles, or group courses included in the order

  • Customer Section - purchaser's info

  • Button - a button redirects to check the full info about the order

Order Message for Instructor

Instructor

Sent to instructor when students buys his course or course bundle succesfully.

  • {{user_login}} – student login

  • {{site_url}} - URL of the website

Additional Settings of the Template

  • Date - inserts order creation date

  • Order ID - inserts a unique Order ID

  • Title - inserts the system-generated title

  • Items List - list of courses, bundles, or group courses included in the order

  • Customer Section - purchaser's info

  • Button - a button redirects to check the full info about the order

Order Message for Student

Student

Sent when a user places a new order.

  • {{user_login}} – student login

  • {{site_url}} - URL of the website

Additional Settings of the Template

  • Date - inserts order creation date

  • Order ID - inserts a unique Order ID

  • Title - inserts the system-generated title

  • Items List - list of courses, bundles, or group courses included in the order

  • Button - a button redirects to check the full info about the order

Here is a sample look of the Order notification email:

Order Message for Admin

Certificates

Under this tab, you can configure the default email sent to students once they earn a certificate.

Here is the list of email templates for the current tab:

Email Name
Target Audience
Condition
Smart Tags

Certificate for students

Students

Sent when students earns a certificate by completing required progress in the course.

  • {{date} – certificate achieved date

  • {{certificate_preview}} – preview image of the certificate

  • {{button}} – button that redirects to the Certificate page.

Course

The Course tab includes settings for managing email notifications related to course activities. These notifications ensure that administrators and users are informed about course enrollments, completions, and other important course-related actions, facilitating a smooth and engaging learning experience.

Email Name
Target Audience
Condition
Smart Tags

Course Added to User ( for admin)

Admin

Sent when a course is added to a user.

  • {{course_title}} – course title

  • {{login}} – student login

Course Added to User (for user)

Student

Sent when a course is added to a student's account.

  • {{course_title}} – course title

Remove user from the course

Student

Sent when student has been removed from the course.

  • {{user_login}} – student login

  • {{instructor_name}} – name of the instructor who removed a student from the course

  • {{course_title}} – title of the course

Quiz Completed

Instructor

Sent when a student completes a quiz.

  • {{user_login}} – student login

  • {{course_title}} – course title

  • {{quiz_name}} – quiz name

  • {{passing_grade}}passing grade

  • {{progress}} – student mark for the quiz

Course added with Membership Plan to User (for admin)

Admin

Sent when a course is added via membership plan.

  • {{course_title}} – course title

  • {{membership_plan}} – plan name

Course added with Membership Plan to User (for user)

Student

Sent when a user receives a course through a membership plan.

  • {{course_title}} – course title

  • {{membership_plan}} – plan name

Assignment

The Assignments tab includes settings for managing email notifications related to assignment activities. These notifications help ensure that both students and instructors are kept informed about assignment statuses and new assignments, facilitating effective communication and timely completion of coursework.

Here is the list of email templates for the current tab:

Email Name
Target Audience
Condition
Smart Tags

Assignment status change (for student)

Student

Sent when the status of a student's assignment is updated.

N/A

New assignment (for instructor)

Instructor

Sent when a new assignment is submitted by a student.

  • {{user_login}} – student login

  • {{course_title}} – title of the course that the student completed an assignment

  • {{assignmentn_title}} – title of the assignment in the course

Reports

The Reports tab includes settings for managing recurring email notifications related to the analytics of your LMS. These notifications help keep admin, instructors and students informed about their statistics on the platform, ensuring they stay updated and engaged.

Progress updates for students (email to students)

This condition sends emails to students to notify them about their progress on your platform. This email type is recurring, which means that the system will send emails to students according to the time setting that you set here:

  • Frequency - set the frequency of the recurring email. Available options are weekly and monthly.

  • Day of the week - choose which day of the week is the most suitable to send the email.

  • Time - choose the time of the day that the emails should be sent.

  • Title - enter the subject of the email.

  • Message - enter your introduction message that will be displayed before the analytics.

Analytics for the email will be automatically added by the system.

Here is an example of progress updates email to students:

Reports for instructors (email to instructors)

This condition sends emails to instructors to notify them about their course progress, revenue, reviews, and the engagement of their students on your platform. This email type is recurring, which means that the system will send emails to instructors according to the time setting that you set here:

  • Frequency - set the frequency of the recurring email. Available options are weekly and monthly.

  • Day of the week - choose which day of the week is the most suitable to send the email.

  • Time - choose the time of the day that the emails should be sent.

  • Title - enter the subject of the email.

  • Message - enter your introduction message that will be displayed before the analytics.

Analytics for the email will be automatically added by the system.

Here is an example of a report email to instructors:

Reports for admin (email to admin)

This condition sends emails to the admin to notify about the courses and their progress, revenue, reviews, and engagement on the platform. This email type is recurring, which means that the system will send an email to the admin according to the time setting that you set here:

  • Frequency - set the frequency of the recurring email. Available options are weekly and monthly.

  • Day of the week - choose which day of the week is the most suitable to send the email.

  • Time - choose the time of the day that the emails should be sent.

  • Title - enter the subject of the email.

  • Message - enter your introduction message that will be displayed before the analytics.

Analytics for the email will be automatically added by the system.

Here is an example of a report email to admin:

Upcoming

The Upcoming tab includes settings for managing email notifications related to upcoming courses. These notifications help keep subscribers informed about new course availability, pre-sale opportunities, and schedule changes, ensuring they stay updated and engaged.

Here is the list of email templates for the current tab:

Email Name
Target Audience
Condition
Smart Tags

Course Available for Completion

Subscribers (students and users who entered their email adresses to get notification)

Sent when a course becomes available for completion/enroll.

  • {{course_title}} – title of the course

Course Available for Pre-sale

Subscribers (students and users who entered their email adresses to get notification)

Sent when a course is available for pre-sale.

  • {{course_title}} – title of the course

Course Start Date Changed

Subscribers (students and users who entered their email adresses to get notification)

Sent when the start date of a course is changed.

  • {{course_title}} – title of the course

Shortcodes can be added as hyperlinks to texts in the WYSIWYG editor. Let's see a clear example.

1

To do it, first copy or cut the smart tag added to the editor that returns the URL address:

2

Click on the hyperlink button and add the shortcode to the URL field:

3

That's it, here is how it will look:

Applying Custom HTML Templates

After disabling Email Branding, you have to provide HTML templates for each email template using the WYSIWYG (What You See Is What You Get) editor. Use <> button to switch to the HTML editor:

HTML editor

After entering the HTML Code, you can press the <> button again to see how it appears:

The source code from the above screenshot generates the following content:

The user will receive the same email with the custom template:

The Result of Custom HTML template

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