The LMS – now sending it your way
Want to reach out to an account holder or everyone in a group? Our new LMS Send Email feature has you covered.
Direct messaging from the LMS – now available in Learnforce!
It’s now possible to email individual accounts or an entire group directly from the Learning Management System (LMS). No detours through the Portal Dashboard or training triggers required. It’s a quick, flexible, and professional way to stay in touch, all without leaving the space you use to manage your people.
Whether you're sharing updates, sending reminders, or simply checking in, it's never been easier to get the message out. Save time, reduce steps, and keep the communication flowing with the LMS platform.
Training emails can still be sent to learners by administrators and mangers via the Portal.
The right access
This flexible new feature is available to Group Administrators, Learning Management Administrators, Site Administrators, and Direct Managers.
Send from where you manage
The new Send Email button appears in the LMS on the group or account’s Edit tab. Once clicked, a pop-up window guides you through the email process where you can:
- Check that you are sending the email to the right person or group of people.
- Use the standard subject line or create your own.
- Compose the body of the message (up to 200 characters).
- Choose to include or remove
- Hit Send — and you're done!
For group emails, you’ll also have the option to include or exclude subgroup accounts. The system will show you how many accounts your message will reach.
For single account emails, a standard salutation is also added when you include the sign-off text with your message.
- No send email button?
Only accounts with a valid email address have a Send Email button on the Edit tab of their account.
- No valid emails within the group?
You’ll be able to click the Send Email button, but an error will show on the screen informing you that the email cannot be sent because there are no accounts with a valid email address in the selected group.
- Want to know more about the email fields?
Please see the More about the email fields section of this article, which is near the bottom of this page.
Branding statements
Emails sent via the LMS follow your organisation’s existing branding and footer settings. Therefore, each message may also include these standard system statements:
- A default statement – for example:
You are receiving this message from Firstname Lastname (email@example.com) on Sitename.
- An automated message statement – for example:
This is an automated message. Please do not reply to this email, as responses will not be monitored.
The email configuration settings for your site are located here:
- Configuration > Site Settings Client details > Notifications > Email Configuration section
Confirmation and audit logs
You receive a confirmation email after you send an email through the LMS. The system also records the event as two Email Audit Logs – one to show that an email was sent to the recipient(s) and one to show that a confirmation email was sent to you.
More about the email fields
If you would like to know more about the email parameters, please see the table below. Otherwise, please feel free to skip on down to the next section of this article.
| Field | Parameters |
|---|---|
| To | This field is not editable. It displays a summary of the recipients. For an account, it lists their first and last names. For a group, it lists the first three recipients by their first and last names, their group name, and if subgroups are included. If more than three accounts are being emailed, it also includes the number of additional accounts being emailed. Account example: Beth Abebe Olufemi Ababio Group example: Beth Abebe, Carl Keita, Jane Smith in group Western Australia. Olufemi Ababio, Beth Abebe, Darla Jones and 7 more in group South Australia and its associated subgroups. |
| Subject | This is the subject line for your email. It's a mandatory field. The minimum character count = 1. The maximum character count = 100. Valid characters: alphanumeric and safe punctuation i.e. . , ! ? - _ ' " ( ) and @. Invalid characters: < and > (the greater than and less than signs). If you use HTML, it will be sanitised. |
| Message | This is the text you will be emailing the recipient. It's a mandatory field. The minimum character count = 1. The maximum character count = 200. If enabled, this total includes the characters within the salutation and/or sign-off. Valid characters: alphanumeric and safe punctuation i.e. . , ! ? - _ ' " ( ) and @. Invalid characters: < and > (the greater than and less than signs). If you use HTML, it will be sanitised. |
| Include sign off | A checkbox available for group emails. ON (default): Adds the standard sign-off to the bottom of your message. The standard sign-off is – Regards, Firstname Lastname OFF: Removes the standard sign-off from your message. |
| Include salutation and sign off | A checkbox available when emailing an account. ON (default): Adds the standard greeting to the top of your message and the standard sign-off to the bottom of your message. The standard greeting is – Dear Firstname Lastname The standard sign-off is – Regards, Firstname Lastname OFF: Removes the standard greeting and sign-off from your message. |
Create your communication and send it with the LMS
Our new LMS Send Email feature makes it easier to keep your people informed and engaged — whether you're welcoming someone to the platform, passing along information to an individual or group, making a request, or communicating with your entire organisation.
Go on, reach out – try the new Send Email feature in Learnforce today!
(Warning: I know you must be excited, but, depending on when you’re reading this, you might not actually be able to try this new feature today. You might have to wait until Wednesday. I know, I know, I said ‘today’, but ‘try the new Send Email feature in Learnforce today’ sounds better than ‘try the new Send Email feature in Learnforce once it’s been released, which might be today, or in the past, or in a couple of days – depending on when you’re reading this and what day it is today’. Anyway, my point is, this change is fantastic as it enables you to send flexible, standalone emails about any subject from the LMS itself, whether you’re contacting one person or hundreds. So, let’s get communicating!)
The Email Report tool is now retired. The features it provided have been upgraded and replaced by these tools:
- Your Portal’s Manager Dashboard – The Training Reminder feature
Use the Send Reminder feature in the Portal’s Manager Dashboard to communicate with individual users or groups regarding their training progress. - Learning Management System (LMS) – The Send Email Feature
Use the Send Email feature within the LMS to communicate with individual users or groups.
For more information, please see our Retiring the Email Report tool Release Note.