Email Learner Groups tool

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As a Training Administrator, there may be times you need to email a small group of learners that are registered on your dashboard, such as sending reminder notifications. It's simple to target emails to a group of learners using the Email Learner Groups tool.

1. From the LMS Dashboard, click on the Email Learner Groups link located in the Notify column.

 

2. Select the course status of the learners you want to email. To send an email to any learners who have un-started courses, choose Assigned. To send an email to any learners with un-started or in-progress courses, select Incomplete. To follow up with learners who completed a course, select Completed. To send a general email regardless of the learner's course completion status, select Any.

 

3. Refine the email recipient list. Click on Filter Learners at the top of the page. You can filter by a number of variables:

  • Course tracks: You can send emails to learners in a Course Track. Click the Course Tracks Filter button and select the proper Course Track.
    • Choose if you want to send emails to learners assigned Any or All of the courses listed 
    • To change the Course Track, click Update and select the correct Course Track. Click Cancel to filter by a different attribute.
    • Continue to refine your list with the Learner Data Filters if necessary.
  • Learner Groups: You can send emails to learners in a Learner Group. Click the Learner Groups Filter button and select the proper Learner Group.
    • To change the Learner Group, click Update and select the correct Learner Group. Click Cancel to filter by a different attribute.
    • Continue to refine your list with the Learner Data Filters and/or Training Object Filters if necessary.
  • Learner Data: You can refine your email list using learner data, including any custom fields you have set up.
    • Select Administrator status, Supervisor status and/or Location. If you have set up custom data fields, such as the Job Type and Hire Date fields shown in the example, you my filter by those fields as well.
    • You may exclude learners who have received an email from you within a specified length of time using the "Exclude Learners who have been Emailed" dropdown menu.
    • When you are satisfied with your choices, click the Done button.
  • Training Objects: You may refine your email list to learners who have been assigned specific courses.
    • Select Assignment or Assignment Date range and enter dates if desired.
    • Select the course(s) from the list of training objects.
    • When you are satisfied with your choices, click the Done button.

 

4. When you are satisfied with your filters, click the View Learners button to verify your selection. You can remove learners from your email list by unchecking the box next to their name.

 

5.  Prepare the email message. Now that you have completed filtering your email list, click on Prepare Message at the top of the screen. You may either select a previously saved message from the dropdown menu, or create a new one by clicking the Add a New Message button.

 

If you are creating a new message, use the form shown below to compose your email. You may use the Placeholders to the right of the email text box to include information that will be inserted from the learners profile, such as First Name, Last Name, Login Name, Password or Login Link. When you have finished preparing your message, click the Save Message button.


 

  • You can edit the default email preferences, such as the From Email Address, From Name, Reply-to Email, Reply-to Name, CCs, BCCs, headers, footers, etc. by clicking on the Update Email Preferences button.
  • You can set the basic preferences under Global Preferences, as well as create a different set of preferences in the My Preferences section. This is useful if you need to have a different reply-to email address or specific CC's for different groups of learners.

 

6. Preview and send the emails. Once your email Message is prepared and saved, click on Review & Send at the top of the screen. To send the emails, click the blue Send button. When you are done, click the Exit button to return to the LMS Dashboard.

 

 

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