--- title: "System Email Templates: Course Emails - Instructor-Led" slug: "system-email-templates-course-emails-instructor-led" updated: 2024-03-07T19:00:48Z published: 2024-03-07T19:00:48Z canonical: "support.smarteru.com/system-email-templates-course-emails-instructor-led" --- > ## Documentation Index > Fetch the complete documentation index at: https://support.smarteru.com/llms.txt > Use this file to discover all available pages before exploring further. # System Email Templates: Course Emails - Instructor-Led ## Calendar Session Information ### Email Subject Session Information for *|course.name|* Example: Session Information for Employee Onboarding Course ### Description This email is sent to learners after they [confirm that they will be attending the session](/v1/docs/learner-interface-course-details-enrollment#enrolled) in which they were enrolled. The session's information is only included if the learner has completed all of the course's prerequisites.  ### Example ![Calendar%20Session%20Information%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Calendar%20Session%20Information%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Calendar Session Information email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Calendar Session Information email type](/v1/docs/account-email-template-options#calendar-session-information). --- ## Confirm Attendance ### Email Subject *|user.givenname|* *|user.surname|* - Confirm Attendance - *|course.name|* Example: John Smith - Confirm Attendance - Employee Onboarding Course ### Description This email is sent to learners when they are enrolled in a [single-part](/v1/docs/instructor-led-session-main#session-type), instructor-led course session by another user. ### Example ![Confirm%20Attendance%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Confirm%20Attendance%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Confirm Attendance email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Confirm Attendance email type](/v1/docs/account-email-template-options#confirm-attendance). --- ## ## Confirm Attendance (Multiple Course) ### Email Subject *|user.givenname|* *|user.surname|* - Confirm Attendance (Multiple) Example: John Smith - Confirm Attendance (Multiple) ### Description This email is sent to learners when they are enrolled in multiple instructor-led courses by another user. ### Example ![Confirm%20Attendance%20Multiple%2020240226](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Confirm%20Attendance%20Multiple%2020240226.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Confirm Attendance (Multiple) email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Confirm Attendance (Multiple Course) email type](https://support.smarteru.com/v1/docs/account-email-template-options#confirm-attendance-multiple-course). --- ## Confirm Attendance (Multi-Part Session) ### Email Subject *|user.givenname|* *|user.surname|* - Confirm Attendance - *|course.name|* Example: John Smith - Confirm Attendance - Employee Onboarding Course ### Description This email is sent to learners when they are enrolled in a [multi-part](/v1/docs/instructor-led-session-main#session-type), instructor-led course by another user. ### Example ![Confirm%20Attendance%20Multi-Part%20Session%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Confirm%20Attendance%20Multi-Part%20Session%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Confirm Attendance (Multi-Part Session) email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Confirm Attendance (Multi-Part Session) email type](/v1/docs/account-email-template-options#confirm-attendance-multipart-session). --- ## Finalize Session Reminder ### Email Subject *|user.givenname|* *|user.surname|* - Finalize Session Reminder Example: John Smith - Finalize Session Reminder ### Description This email is sent to the instructor(s) of an instructor-led course when: > The [course's Send Session Finalization Reminder setting is checked](/v1/docs/instructor-led-course-notifications#send-session-finalization-reminder) AND > The [learners in the instructor-led course have been marked as "completed" for the session](/v1/docs/ilt-attendance-recording-attendance-completion-status-and-grade) ### Example ![Finalize%20Session%20Reminder%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Finalize%20Session%20Reminder%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Finalize Session Reminder email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Finalize Session Reminder email type](/v1/docs/account-email-template-options#finalize-session-reminder). To change the email template used for a specific course: 1. Check the [**Send Session Finalization Reminder** checkbox](/v1/docs/instructor-led-course-notifications#send-session-finalization-reminder) on the Course Information workscreen. 1. Check the **Change Assigned Email Template** checkbox. 2. Select the template from the list. 3. Click **Save**. --- ## Missed Attendance ### Email Subject *|group.name|*: Session - Missed Attendance *|course.name|* Example: Manufacturing: Session - Missed Attendance Employee Onboarding Course ### Description This email is sent to learners [enrolled in an instructor-led course session](/v1/docs/enrolling-users) and [marked as not attending the session](/v1/docs/ilt-attendance-recording-attendance-completion-status-and-grade) when: > The [instructor finalizes the session](/v1/docs/ilt-attendance-finalizing-a-session) AND > The [Send Email to Learners That Did Not Attend setting is enabled](/v1/docs/ilt-attendance-finalizing-a-session#finalizing-a-session) ### Example ![Missed%20Attendance%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Missed%20Attendance%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Missed Attendance email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Missed Attendance email type](/v1/docs/account-email-template-options#missed-attendance). To change the email template used for a specific course: 1. Check the [**Send Missed Session Notification** checkbox](/v1/docs/instructor-led-course-completion-setup#send-missed-session-notification) on the Course Information workscreen. 1. Check the **Change Assigned Email Template** checkbox. 2. Select the template from the list. 3. Click **Save**. --- ## Removed from Waiting List ### Email Subject *|user.givenname|* *|user.surname|* - Removed from Waiting List - *|course.name|* Example: John Smith - Removed from Waiting List - Employee Onboarding Course ### Description This email is sent to learners when: > They are removed from a course-level waiting list AND > The [**Send Waiting List Removal Email to Learner** setting](/v1/docs/ilt-waiting-lists-removing-users-from-a-waiting-list#send-waiting-list-removal-email-to-learner) is selected The [reason for removal](/v1/docs/ilt-waiting-lists-removing-users-from-a-waiting-list#reason-for-removal) will be included if the [**Include Reason for Removal In Email** setting](/v1/docs/ilt-waiting-lists-removing-users-from-a-waiting-list#include-reason-for-removal-in-email) is selected. ### Example ![Removed%20From%20Waiting%20List%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Removed%20From%20Waiting%20List%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Removed from Waiting List email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Removed from Waiting List email type](/v1/docs/account-email-template-options#removed-from-waiting-list). --- ## Requested Course Certificates ### Email Subject Requested Course Certificates ### Description This email is sent to the [specified email addresses when an instructor generates certificates for learners in the session](/v1/docs/ilt-attendance-recording-attendance-completion-status-and-grade) via the [ILT Attendance Dashboard](/v1/docs/ilt-attendance-dashboard). ### Example ![Requested%20Course%20Certificates%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Requested%20Course%20Certificates%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Requested Course Certificates email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Requested Course Certificates email type](/v1/docs/account-email-template-options#requested-course-certificates). --- ## Session Available ### Email Subject Available sessions for *|course.name|* Example:Available sessions for Employee Onboarding Course ### Description This email is sent to a user who is on the course-level waiting list when: > A [new session of the instructor-led course is added](/v1/docs/adding-a-session) AND > The user who added the new session selects the [Notify Learners on Course Waiting List About Available Sessions notification option](/v1/docs/instructor-led-session-notification-options#notify-learners-on-course-waiting-list-about-available-sessions) ### Example ![Session%20Available%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Session%20Available%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Session Available email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Session Available email type](/v1/docs/account-email-template-options#session-available). --- ## Session Cancellation ### Email Subject *|user.givenname|* *|user.surname|* - Session Cancelled - *|course.name|* Example: John Smith - Session Cancelled - Employee Onboarding Course ### Description This email is sent to users enrolled in an instructor-led course session when: > [The session that the user was enrolled in is cancelled](/v1/docs/cancelling-a-session) AND > The user who [cancelled the session selects the **Send Cancellation Email to Learners and Instructors** setting](/v1/docs/cancelling-a-session) The cancellation reason is included if the user cancelling the session selects the Include Cancellation Reason In Email setting. ### Example ![Session%20Cancellation%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Session%20Cancellation%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Session Cancellation email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Session Cancellation email type](/v1/docs/account-email-template-options#session-cancellation). To change the email template used for a specific course: 1. Check the [**Send Session Cancellation Notification** checkbox](/v1/docs/instructor-led-course-completion-setup#send-session-cancellation-notification) on the Course Information workscreen. 1. Check the **Change Assigned Email Template** checkbox. 2. Select the template from the list. 3. Click **Save**. --- ## Session Changed ### Email Subject Session Changed - *|course.name|* Example: Session Changed - Employee Onboarding Course ### Description This email is sent when: > An instructor-led course session's date or time is changed AND > The [Send Email Notifications setting for the session is selected](/v1/docs/instructor-led-session-notification-options#send-email-notifications1) The email will be sent to the [users specified in the notification options for the session](/v1/docs/instructor-led-session-notification-options#send-to). The session's information is only included if the learner has completed all of the course's prerequisites.  ### Example ![Session%20Changed%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Session%20Changed%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Session Changed email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Session Changed email type](/v1/docs/account-email-template-options#session-changed). --- ## Session Instructor Notification ### Email Subject *|email.emailinstructorsubject|* Example: Added as an Instructor - Employee Onboarding Course ### Description This email is sent to all [users who are added or removed as an instructor for an instructor-led session](/v1/docs/account-email-template-options#session-changed). ### Example ![Session%20Instructor%20Notification%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Session%20Instructor%20Notification%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Session Instructor Notification email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Session Instructor Notification email type](/v1/docs/account-email-template-options#session-instructor-notification). --- ## Session Reminder ### Email Subject *|user.givenname|* *|user.surname|* - Session Reminder - *|course.name|* Example: John Smith - Session Reminder - Employee Onboarding Course ### Description This email is sent to learners [enrolled in an instructor-led course session](/v1/docs/enrolling-users) and to the [session's instructors](/v1/docs/adding-and-removing-session-instructors) the [specified number of hours](/v1/docs/instructor-led-course-notifications#presession-reminder-period) before the session begins when the [course's Send Pre-Session Reminder setting is enabled](/v1/docs/instructor-led-course-notifications#send-presession-reminder). The session's information is only included if the learner has completed all of the course's prerequisites.  ### Example ![Session%20Reminder%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Session%20Reminder%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Session Reminder email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Session Reminder email type](/v1/docs/account-email-template-options#session-reminder). To change the email template used for a specific course: 1. Check the [**Send Pre-Session Reminder** checkbox](/v1/docs/instructor-led-course-notifications#send-presession-reminder) on the Course Information workscreen. 1. Check the **Change Assigned Email Template** checkbox. 2. Select the template from the list. 3. Click **Save**. --- ## Waiting List Reminder ### Email Subject *|user.givenname|* *|user.surname|* - Waiting List Reminder - *|course.name|* Example: John Smith - Waiting List Reminder - Employee Onboarding Course ### Description This email is sent to users who are on a course or session waiting list when the [course](/v1/docs/instructor-led-course-notifications#enable-waiting-list-reminder) or [session's **Enable Waiting List Reminder** setting](/v1/docs/instructor-led-session-main#enable-waiting-list-reminder) is checked. The email will be sent the specified [period](/v1/docs/instructor-led-session-main#period) before the session starts. ### Example ![Waiting%20List%20Reminder%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Waiting%20List%20Reminder%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Waiting List Reminder email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Waiting List Reminder email type](/v1/docs/account-email-template-options#waiting-list-reminder). --- ## Webinar Registration Failure Notification ### Email Subject Webinar Registration Failure ### Description This email is sent to the email addresses specified in the [**Send Enrollment Report To** setting](/v1/docs/enrolling-users-specifying-additional-options#send-enrollment-report-to) when a webinar enrollment performed via the Enrollment Dashboard fails. ### Example ![Webinar%20Registration%20Failure%20Notification%2020231102](https://cdn.document360.io/7efaadab-fef6-4186-806a-2ca14c9ce9ea/Images/Documentation/Webinar%20Registration%20Failure%20Notification%2020231102.png) ### Changing the Template [Administrators and owners](/v1/docs/user-profile-information#access-level) can change the default template for the account by doing one of the following: - [Select the template from the Email Management Dashboard](/v1/docs/changing-the-accounts-default-email-templates). Be sure to select the Webinar Registration Failure Notification email type from the grid. - [Edit the account's](/v1/docs/editing-your-account-settings) [Email Template Options settings](/v1/docs/account-email-template-options). [Expand the Course - Instructor Led accordion](/v1/docs/account-email-template-options#course-instructorled-email-types) and select the email template for the [Webinar Registration Failure Notification email type](/v1/docs/account-email-template-options#webinar-registration-failure-notification). ## Related - [Account: Email Template Options](/account-email-template-options.md) - [ILT Attendance: Finalizing a Session](/ilt-attendance-finalizing-a-session.md) - [ILT Attendance: Recording Attendance, Completion Status, and Grade](/ilt-attendance-recording-attendance-completion-status-and-grade.md) - [ILT Waiting Lists Dashboard](/ilt-waiting-lists-dashboard.md) - [ILT Waiting Lists: Removing Users from a Waiting List](/ilt-waiting-lists-removing-users-from-a-waiting-list.md) - [Instructor-Led Course: Notifications](/instructor-led-course-notifications.md) - [Instructor-Led Session: Main](/instructor-led-session-main.md) - [Learner Interface: Course Details, Enrollment](/learner-interface-course-details-enrollment.md) - [System Email Templates](/system-email-templates.md)