How to Create and Send a Newsletter

Learn how to send newsletter directly from administration.

Last Updated

June 17th, 2019

Reading Time

3 min

User Level

Introduction

With Docebo, you can send a newsletter directly from the Superadmin to platform users. Newsletters may include details about upcoming events, new training material and catalogs within the program, or anything else that you may need to communicate to your users. As the Superadmin, you can choose whether to send your newsletters to all of your users in your Docebo platform, or specific groups and branches of your organizational chart. This manual will give you a step-by-step reference for creating and managing newsletters in Docebo.

Creating a Newsletter

Log into your platform as the Superadmin. Then, access the Admin Menu by scrolling your mouse over the gears icon. Then, in the E-Learning section, select the Newsletter item. Now, you can create your newsletter.

Begin by pressing the Add button in the Recipients section at the top of the page. In the Recipients pop up box, use the tabs on the left side of the box to determine whether you want to select specific users, branches, or groups. You can also use the search bar at the top of the box to search for specific users, branches, or groups. Simply flag your recipients using the check mark next to the names, then press Confirm.

Please note: When you are selecting branches of users of your organization chart to send a newsletter, please note that in order to make it easier and faster to select branches, you will see a text input field to type in branch names rather than a list of branches to select if you have more than 1,000 branches in your platform.

Now, in the Inactive Users section, you can flag the option to exclude suspended users from the newsletter recipients’ list. This way, if you have flagged any groups or branches to receive a newsletter and there are suspended users inside these groups or branches, these users will not receive the newsletter. Then, flag how you want to deliver your newsletter: by email, in the user’s notification area, or both by email and the user’s notification area.

Next, insert the email from which want to send the newsletter into the corresponding text box. Then insert the title and the text of your newsletter. You can edit the text as necessary using the toolbar at the top of the text box. You can also use the photo button in the toolbar to insert photos into the text as well.

You can also upload a file to your newsletter, if needed. Accepted file types are ZIP, DOC, XLS, PPT, JPG, GIF, PNG, TXT, DOCX, PPTX, XLSX, PDF, FLV, ODS, ODT, ODP, CSV. All files can be a maximum of 10 MB. PLEASE NOTE: Attachments will not appear in newsletters that are received via the user’s notifications area. However, they will appear in emails. If you need to send an attachment with your newsletter, you should send the newsletter using one of the two options via email.

When you’ve finished creating the newsletter and it’s ready to be sent, press Send.  You will receive a confirmation from Docebo verifying that your notification has been sent. Your users will then receive the newsletter via email or in their notification area.

Checking Newsletters in a User’s Notifications Area

Once users have logged into their platforms, they will see that the bell icon at the top of the screen will have a small number in the corner, indicating how many notifications are waiting to be opened. When the user presses the bell icon, a dropdown list will appear, displaying a preview of the user’s most recent notifications.

The user should press the title of the newsletter, then the newsletter will appear in a pop up box.

Managing the Email Settings for Newsletters

If necessary, you can manage how many notifications are sent at one time. This is useful if you are sending a massive amount of newsletters, or if your email server has specific policies. To do so, access the Admin Menu by scrolling your mouse over the gears icon. Then, press the Advanced Settings item in the Settings section. Once you’re on the Advanced Settings page, select the Advanced tab from the left side.

In the Newsletter section, you can designate how many newsletters will go out in one block (maximum number is 50). Underneath, you can decide how many seconds the system will wait in-between the sending of the newsletter blocks. When you’re finished, press Save at the bottom of the tab.