Admins can now send customized learner invitation emails to both new learners and invited learners who have not yet activated their accounts. Maultiple custom invitation emails can be created, so admins and sub admins can tailor emails to the specific needs of learners and groups within their organization.
These invitation emails can be customized in the following ways:
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Subject line
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Header
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Body
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Language
Please review the below frequently-asked questions to learn more about creating, managing, and sending custom invitation emails.
Manage custom invitation emails
To create a new custom invitation email template:
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From Learning Management, click Me and select Customize from the dropdown that appears.
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Click Email templates on the left rail.
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Click Create template.
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In the Customize learner invitation email window, update the following fields:
- Template name
- Email language
- Subject
- Header
- Message
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Review the Preview of your custom email and click Save.
To update an existing email template:
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From Learning Management, click Me and select Customize from the dropdown that appears.
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Click Email templates on the left rail.
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Locate the template you wish to update and click
More. -
From the dropdown that appears, select Edit, and make any desired changes in the Customize learner invitation email window.
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Click Save.
To duplicate an existing email template:
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From Learning Management, click Me and select Customize from the dropdown that appears.
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Click Email templates on the left rail.
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Locate the template you wish to duplicate, and click
More. -
From the dropdown that appears, select Duplicate, update the Template name, and make any desired changes in the Customize learner invitation email window.
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Click Save.
To delete an existing email template:
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From Learning Management, click Me and select Customize from the dropdown that appears.
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Click Email templates on the left rail.
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Locate the template you wish to delete, and click
More. -
From the dropdown that appears, select Delete.
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Click Yes, delete.
Send learners custom invitation emails
Even if you’re using an SSO login, you can invite learners to join Learning with an invitation email that is relevant to the group and their specific learning needs.
To invite new users by email, follow the steps for adding users by email and select which custom invitation email you’d like to send.
To invite new users by bulk CSV upload:
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Follow the steps for adding users via CSV.
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In the Upload CSV window, select Custom email template, and enter the name of the custom invitation email you’d like to send.
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Click Upload.
To invite new users by bulk CSV upload, follow the steps for adding members to a group and select which custom invitation email you’d like to send.
You can send custom invitation emails to all who have already received a generic invitation email, but have not yet activated.
To remind users to join, follow the steps for resending invitation emails and select which custom invitation email you’d like to send.
General questions
Sub admins will need two permissions in order to create and send custom invitation emails:
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Manage IT settings: Permission to create custom template
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Manage users and licenses: Permission to invite
SSO customers can use custom invites as an additional strategy to encourage learners to start using the platform, in addition to SSO. We anticipate that the most common way an SSO customer will use this feature is by advising sub admins with the appropriate permissions to invite learners via CSV upload to a group (specific teams, departments, functions) with custom messaging.
Yes, simply select all learners in the system and click Resend Invites. Invites will only be re-sent to learners who have not activated yet.
Learn more about resending invitation emails.
Currently, you can’t filter the user list by group to send custom invitation emails to only certain users within a group. You can, however, invite new users and add them to a new or existing group on the relevant group page.
Learn more about adding members to a group.
No. The SFTP, HTTPS, and SCIM standards currently do not support custom invitation emails.
At this time, admins can only edit the subject line, header, and body of the message.
At this time, invitation emails can’t support customize image, brand, or logo.
Yes, the body of the email can be updated in the Message section of the Customize learner invitation email window.
Admins can select a single, or All languages from the Language section of the Customize learner invitation email window.
Yes, the character limits are:
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75 characters for the subject line
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150 characters for the header
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300 characters for the message body