List of Email Templates - Genius CE & Enterprise

Introduction

This article describes the different types of email templates that you will find out-of-the-box in a Genius CE or Enterprise instance. With more features added, this article is subject to change.

There are three different types of email templates:

• AUTO,
• ENROLLMENTS,
• and the LEARNERS template, each available in a different context.

Auto-email templates:

AUTO_COURSE_COMPLETION

• Sent out immediately once a learner has completed a course section.

AUTO_COURSE_DROP

• Sent out immediately once a learner's enrollment has been dropped from a course section.

AUTO_COURSE_REGISTRATION

• Sent out immediately once a learner has been enrolled in a course section. Suppose the course section has a start and end date (meeting times are optional), and a calendar. The ICS file will be attached to the email sent, allowing the learner to add the event to their preferred calendar.  The section notes will be included in the description of the calendar .ics file.  The time zone for the meeting times is determined by Administration > Parameters > UTC_DIFFERENCE_HOURS.

AUTO_CREDIT_REQUEST_DENIED

• Sent out immediately when a learner dashboard request for external course credit has been denied.

AUTO_EXTERNAL_FILE_APPROVED

• Sent out immediately when a learner dashboard external files, submission of the required document for course enrollment, has been approved.

AUTO_EXTERNAL_FILE_DENIED

• Sent out immediately when a learner dashboard external files, submission of the required document for course enrollment, has been denied.

AUTO_MANAGER_ASKING_FOR_APPROVAL

• Sent immediately to users with the Affiliation role, assigned as the manager of an affiliation, the learner enrollment request is associated with. The manager can approve or deny the enrollment request directly from the email.  You can approve or deny course “requires approval” requests in bulk from the Reports menu > Course Requests.

AUTO_MISSING_EXTERNAL_FILES

• Sent out from a nightly job under the Administration menu > Edit Jobs > EmailMissingDocumentsReminder.SendEmailToLearner. A query identifies all learners with missing document prerequisites and sends this email to remind them to submit the document for approval from their Learner Dashboard > External Files.

AUTO_NEW_USER_CREATED

• Sent immediately when a new user account is created in Enterprise+, telling them where to log in, their username, and password. 

AUTO_PASSWORD_RESET

• Sent immediately when a user’s password has been reset. The email provides a link for the user to reset their password. For security reasons, passwords are not sent through email. After the user confirms their new password choice, they are immediately logged into Genius CE or Enterprise.

AUTO_PREREQUISITES_LEARNER

• Sent immediately when course prerequisites have not been met by the learner, indicating why the request is in the pending course queue.

AUTO_REQUIRESAPPROVAL_LEARNER

• Sent immediately when the course requires affiliation/manager or administrator approval, indicating why the request is in the pending course queue.

AUTO_WAITINGLIST_INSTRUCTOR

• Sent immediately to the instructor when a course-section enrollment cap has been exceeded and a learner has been put on the waitlist.

AUTO_WAITINGLIST_LEARNER

• Sent immediately when a course-section enrollment cap has been exceeded and the learner has been put on the waitlist.

REMIND_DAYS_BEFORE_START_LEARNERS

• Sent out to learners before the section start date from a nightly job under the Administration menu > Edit Jobs > SendEmailToLearnerBeforeSectionStart. Under the Administration menu > Parameters > REMIND_DAYS_BEFORE_START_LEARNERS, you can set up one or more reminders by entering a number separated by a comma.  The value of “1” would send the email template 1 day before the section start date.  The value of “7,1” would send the email template 7 and 1 day before the section start date.

REMIND_DAYS_BEFORE_START_INSTRUCTOR

• Sent out to instructors before the section start date from a nightly job under the Administration menu > Edit Jobs > SendEmailToTeacherBeforeSectionStart. Under the Administration menu > Parameters > REMIND_DAYS_BEFORE_START_INSTRUCTOR, you can set up one or more reminders by entering a number separated by a comma.  The value of “1” would send the email template 1 day before the section start date.  The value of “7,1” would send the email template 7 and 1 day before the section start date.

REMIND_DAYS_BEFORE_END_LEARNERS

• Sent out to learners before the section end date from a nightly job under the Administration menu > Edit Jobs > SendEmailToLearnerBeforeSectionEnd. Under the Administration menu > Parameters > REMIND_DAYS_BEFORE_END_LEARNERS, you can set up one or more reminders by entering a number separated by a comma.  A positive number “1” will send the email template one day before the section end date. A “0” will send the email template on the section end date.  A negative number “-1” will send the email template after the section end date.

Enrollments email templates:

Note:  Only variables related to the enrollment record are populated when sending out an Enrollments email template.

AUTO_CERTIFICATE_EXPIRES_1MO

• Based on the course expiration timeframe, one month before your certificate of completion expiration, Genius CE or Enterprise will automatically send an email indicating that your certificate is about to expire. The certificate is classified as an enrollment email template, allowing you to send it out manually at any specified interval.

BEHIND_PACE

• Manually sent to learners who are behind pace in their courses.

CONTACT_INACTIVITY

• Manually sent to learners after a period of inactivity.

COURSE_COMPLETION

• Manually sent to learners who have completed a course section.

COURSE_DROP

• Manually sent to learners who have dropped a course section.

END_DATE_REMINDER

• Manually sent to learners to remind them about the section end date.

Learner email templates:

Note:  Only variables related to the learner record are populated when sending out a learner's email template.

FOLLOW_UP

• Manually sent to learners to follow up on a particular subject.

REGISTRATION_LINK

• Manually sent to learners to invite them to register for a particular course section.