How to Manage and Send Notifications with Docebo

Learn how to create automatic E-Mail alerts

Last Updated

September 20th, 2017

Reading Time

9 min

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Introduction and List of Notification Details

The Notifications app is a useful tool that allows you to create automatic messages to send to your users about specific events that occur in your LMS. Notifications can be sent by Superadmins or Power Users via email, the Docebo Notification Area inside the LMS, or via Docebo’s integration with Slack.

YOU CAN FIND A LIST OF ALL NOTIFICATIONS WITH DETAILS HERE.

Activating the Notifications App

Login to your platform as the Superadmin, access the Admin Menu from the gear icon, then select the Add New Apps button. Next, select the Additional Features tab. Find the Notification App in the list of apps in this tab, then select the Activate App button in the app’s row. Read the information in the pop up box, then press Activate Now.

Notification install now

The Notification Main Page

Once you have activated the Notifications App, you can create and manage event notifications in the platform. Begin by accessing the Admin menu (gear icon) from the header. In the Notifications section, press the Manage subitem.

You will then be redirected to the main Notifications page, where you can create new notifications, or manage pre-existing ones. On the top half of the page, you will see an action bar with the New Notification button. Press this button to create every new notification. You will then see a search bar and a filter dropdown menu.

notifications main page

The search bar allows you to search for a specific notification via name or short code. With the filter’s dropdown menu, you can filter which notifications appear in the list based on the notification type.

Below the search bar, you will see a list of all of the notifications you’ve created. Later in this manual, you will see how to manage each notification in the list. Now, let’s go through the three ways to create a new notification. Press the New Notification button in the action bar at the top of the page to begin.

Create an Email Notification

In the pop up window, you will see four tabs: General Settings, Email, Notification Area, and Slack. The latter three will be greyed out until you flag the corresponding check box. Begin in the General Settings tab.

notifications email

In the first section, select a notification from the dropdown menu labeled Choose the Event. Then, in the Code text box, type in the short code that you want to associate with this notification. The code can be composed of alphanumerical characters as well as symbols, and there are no restrictions for the character length.

Then, flag the option to send the notification via Email. You will then see that the Email tab is no longer greyed out, so move to that tab. At the top of this tab, type in the name and email from which this notification will be sent using the corresponding text boxes. Then, use the dropdown menu below to assign a language to the notification.

In the Subject text box, type in the subject of the notification, then move to the text editor to type in the message that you want to send to your users. You can edit the text using HTML, and you can also insert short codes into the message, referring to the bank of short codes below the text editor. Then, press Next.

 

On the next page of the pop up window, decide when you want send the event by flagging the corresponding check box next to the option. Please note that while some notification types allow you to send the notification before or after (allowing to the schedule the time of the notification), and others allow you to only send the notification at the time of the event.

Remember: The timezones in notifications are based on UTC, with the exception of session-based on expiration-based notifications.

Then, press Next. Now, select which branches or groups will receive this email. Simply flag the option to select All groups and branches, or Select groups and branches. If you flag the latter option, select which branches or groups you wish to assign to the notification by flagging the check box next to the group or branch’s name.

notifications config

Then, press Next. Now, select the target for this notification: Users, Instructors, Power users, or Superadmins. The target is who will receive the notification. For example, if you flag the audience as Power Users, you then need to select a Power User profile from the dropdown menu that appears below.

Press Next, then select which courses you want to assign to this notification, if any. Simply flag the option to select All courses, or Select courses. If you flag the latter option, select which courses or learning plans you wish to assign to the notification by flagging the check box next to the course’s or learning plan’s name. Then, press Next for a final time.

Now, press whether you want to Save and Activate the notification, or simply Save the notification and go back to the list. Alternatively, you can go back to edit the details that you previously configured, or you can cancel the notification.

Create a New Notification Area Notification

In the pop up window, you will see four tabs: General Settings, Email, Notification Area, and Slack. The latter three will be greyed out until you flag the corresponding check box. Begin in the General Settings tab.

In the first section, select a notification from the dropdown menu labeled Choose the Event. Then, in the Code text box, type in the short code that you want to associate with this notification. The code can be composed of alphanumerical characters as well as symbols, and there are no restrictions for the character length.

notifications area

Then, flag the option to send the notification via Docebo’s Notification Area. You will then see that the Notification Area tab is no longer greyed out, so move to that tab. Begin by using the dropdown menu to assign a language to the notification.

notifications area subject

In the Subject text box, type in the subject of the notification, then move to the text editor to type in the message that you want to send to your users. You can edit the text using HTML, and you can also insert short codes into the message, referring to the bank of short codes below the text editor. Please note that you cannot send attachments in notifications that are sent via your platform’s notifications area.

Then, press Next. Now, follow the steps that are outlined above to schedule the notification and assign courses, learning plans, groups, branches, and a target to the notification.

notifications complete

Finally, press whether you want to Save and Activate the notification, or simply save the notification and go back to the list. Alternatively, you can go back to edit the details that you previously configured, or you can cancel the notification.

Create a Slack Notification

In the pop up window, you will see four tabs: General Settings, Email, Notification Area, and Slack. The latter three will be greyed out until you flag the corresponding check box. Begin in the General Settings tab.

In the first section, select a notification from the dropdown menu labeled Choose the Event. Then, in the Code text box, type in the short code that you want to associate with this notification. The code can be composed of alphanumerical characters as well as symbols, and there are no restrictions for the character length.

notifications new slack

Then, flag the option to send the notification via Slack. You will then see that the Slack tab is no longer greyed out, so move to that tab. Begin by flagging whether the notification will be sent as a direct message to each user, or if it will be sent in a specific channel. If it’s sent as a direct message, the user will receive the message from the Slackbot.

notifications slack subject

If you flag the option to send the notification in a specific channel, you will then need choose a channel from the dropdown menu that will appear below the flagged option.

Please Note: You can only send notifications to public (or unlocked) Slack channels. You cannot send notifications to private (locked) channels.

Below, use the dropdown menu to assign a language to the notification. Then, in the Subject text box, type in the subject of the notification, then move to the text editor to type in the message that you want to send to your users. For Slack notication, you cannot edit the notification text using HTML, but you can also insert short codes into the message by referring to the bank of short codes below the text editor.

If you want to learn how to edit the text of a slack notification, please refer to the link directly above the text box, which will redirect you a Slack article explaining how to do so. You can also find the article here. Then, press Next. Now, follow the steps that are outlined above to schedule the notification and assign courses, learning plans, groups, branches, and a target to the notification.

notifications complete

Finally, press whether you want to Save and Activate the notification, or simply Save the notification and go back to the list. Alternatively, you can go back to edit the details that you previously configured, or you can cancel the notification.

Notifications to Managers

Superadmins and Power Users can send specific notifications to users who manage other users, so said managers are aware when their managed users complete a specific action in the LMS. This will apply to the following notifications:

  • Assignment to be reviewed since N hours
  • Learner completed a course
  • Learner has yet to complete a course
  • Learner submitted an assignment
  • User submitted a test and evaluation is needed
  • User waiting to be approved to a webinar session
  • User waiting to be approved to a ILT session
  • User waiting to be subscribed to course

notifications managers

For these notifications, you can flag the receiving audience as the manager when creating or editing the notification.

To add a manager to a user profile, access the User Management page from the Admin Menu. Then, find the user in the list of users, and press the menu icon at the end of the user’s row. From the dropdown menu, select Edit. In the slideout panel, reach the Subordinates tab. In the Manager field, type in the username or email address of the manager that will manage this user. When finished, press Confirm.

Managing Notifications

Once you’ve created your notifications, you can manage them using the list of notifications on the main Notification page. Begin by finding the notification in the list. Then, you can press the item in the Scheduled column to edit the scheduling of the edit. Likewise, you can press the items in the Filter, Roles, or Associated Courses columns to edit the corresponding details of the notification.

notifications list

At the end of the notification’s row, you will see three icons: a check mark, a pen and paper, and a red X. Flag the check mark, turning it from grey to green, to activate the notification in your LMS.

notifications list icons

You can press the pen and paper icon to edit the details of the notification. Finally, you can use the red X to delete the notification. You will be asked to confirm the termination of the notification before the system deletes it.

Digest Notifications

Digest notifications are notifications that group multiple notifications about the same type of event into one larger notification. For example, instead of receiving seven separate notifications about courses that are not yet completed by a learner, the user will receive one notification with a list of the courses that he or she has yet to complete.

notifications digest

Digest notifications are configured just like other notifications, with the only difference being that you configure frequency, rather than scheduling precisely when to send the notifications. They can be sent hourly, daily, weekly, or monthly. The digest notifications are:

  • User enrolled in a course. Triggers when a user is enrolled into a number of courses. This notification is not sent if the conditions are not met (no new courses into which the user is enrolled). Can set the frequency of the notification, or send it manually.

In the Advanced tab of the Advanced Settings area of the platform (Admin Menu, Advanced Settings item), you can flag the option to send an immediate notification digest for a massive enrollment action in your LMS. This could be for subscription plans or a general mass enrollment from within the platform.

  • Course has expired. Triggers when a number of courses in which a user is enrolled have expired. This notification is not sent if the conditions are not met (no courses are expiring in the time period).

In addition to setting the frequency, you can set how many days you want the notification to scan. For example, if you set a scan interval of seven, the notification will send a list of courses that expired within the next seven days. You can also flag the option to send the notification on the exact interval date. Using the example above, this means that the notification would only be sent on the seventh day.

  • Learner has yet to complete a course. Triggers when a number of courses in which a user is enrolled have not yet been completed by the user. This notification is not sent if the conditions are not met (no course have yet to be completed). You can send this notification manually, or by setting the frequency.

Tips and Tricks for Notifications

Please keep the following tips and tricks in mind when creating and managing notifications:

  • If you are having trouble receiving email notifications in your inbox, you may need to configure your SPF server. Refer to this article for more information.
  • When using short codes involving links to specific courses or sessions, please note that these do not work in the same way as deep links, meaning that the user will receive an error if he or she clicks on the link but is not enrolled into the course.