Email Templates is where you can activate and alter the communication going out via email to your employees. We strongly suggest applying your own message to all notifications out of the system.
Only edit notifications per the modules you purchased.
Navigating to Email Templates
- From Talent Management, click Account Admin from the menu near the top-right.
- Click Company Setup to open the menu, then click Email Templates.
The Email Templates page will show columns for:
- Name of the Email Template
- Description
- Learning/Performance Notification - If the email template will be sent for learning and/or performance.
- Enabled
Clicking the Yes/No toggle will enable or disable the email template.
Available Learning Notification Email Templates
| Name | Description |
|---|---|
| Certification Expiration Notification | An employee receives this notification when an assigned certification is approaching it’s end date. |
| Confirmation of Enrollment | Notification sent to an employee after enrolling in a course or class. |
| Course Complete | An employee receives this notification when their completion status is changed to Complete - Pass in the course roster. |
| Enrollment Approval Confirmation | Notification sent to employee after an approver has approved his/her request for a course enrollment. |
| Enrollment Approval Denied | Notification sent to employee after an approver has denied his/her request for a course enrollment. |
| Enrollment Approval Request | Notifications sent to approvers for enrollment requests for courses that require approval. |
| Notification of Class Cancellation | Notification sent to all students when a class they are enrolled in is canceled. |
| Notification Of Withdrawal | Employees and managers receive notifications when an employee withdraws from a course. |
| Required Course Assignment | Employees receive notifications when a course is assigned as required to him or her through Required/Recommended Courses or Course Assignment. |
| Required Course Due Date Reminder | Notification sent to an employee when an assigned required/recommended course is coming due, based on reminders in the required/recommended templates. |
| Roster Change – Dropped | Notification is sent to an employee once their status is changed to Dropped on the Roster. |
| Roster Change - Failed | Notification is sent to an employee once their status is changed to Failed on the Roster. |
| Roster Change - Incomplete | Notification is sent to an employee once their status is changed to Incomplete on the Roster. |
| Roster Change – No Show | Notification is sent to an employee when their status is changed to No Show on the Roster. |
| Roster Change – Waiting List | An employee receives this notification when they are added to a waiting list for a class. |
| Training History Approval Request | Managers receive this notification when a direct report submits a Training History record that requires approval. |
| Training History Approved | Notification sent to employees when their manager has approved a history record. |
| Training History Rejected | Notification sent to an employee once their manager has rejected a history record. |
| Welcome Message | New users of Arcoro receive this notification once they are successfully added to the system. NOTE: Make sure this notification is only enabled when you are ready for all users to receive welcome messages. |
Available Performance Notification Email Templates
| Name | Description |
|---|---|
| Evaluation Notice | A user receives this notification once an evaluation is assigned for completion or approval. |
| Goal Approval Request | Notification is sent to a manager once an employee has added a goal for their approval. |
| Goal Approved Notice | Notification is sent to an employee once a goal is marked as approved by their manager. |
| Goal Due Date Notification | Notification is sent to an employee upon the due date of an assigned goal. |
| Goal Rejection Notice | Notification is sent to an employee if a goal they submitted for approval is rejected by their manager. |
| Manager Assigned New Goal | Notification is sent to an employee if a new goal is added by their manager. |
| Project Review Evaluation Completed | A manager receives this notification once a project review is completed on one of his/her employees. |
| Reminder of Evaluation | If configured by an administrator, any user assigned an evaluation will receive this notification until the evaluation has been completed. |
| Welcome Message | New users of Arcoro receive this notification once they are successfully added to the system. NOTE: Make sure this notification is only enabled when you are ready for all users to receive welcome messages. |
- Click Edit towards the left of an email template.
- Edit the subject and body of the email that will be sent. If the email template should be enabled, use the appropriate checkbox.
- Clicking Select Fields will show a drop-down menu for available mail merge fields. Each template includes their own mail merge fields. When using a mail merge field, it will insert text such as '~~employee_first_name~~'. These mail merge fields should NOT be deleted or alter the mail merge fields. These fields will automatically bring in the relevant course title, evaluation name, employee name, etc. into the email as it is sent.
- When finished, click Save.