Every notification in PlusPort Academy is linked to a fixed trigger: an event that determines when the notification is sent. This article provides an overview of all available notification categories, their sending times and the additional settings you can configure per notification.
Requirements
- You need administrator rights to change notification settings.
- Notifications must be configured.
Notification categories and triggers
Notifications are grouped into categories. Each notification has a fixed trigger that cannot be changed—you can only activate or deactivate the notification.
| Category | Trigger | Sending time |
|---|---|---|
| Invitation email | An account is created, a password is reset or an email address/password is changed. | Immediately |
| Registration approval | A registration is waiting for approval by a manager or HRM employee. | Immediately or periodically (every 5 days as a reminder) |
| Registration approved | A registration is approved, including for digital trainings. | Immediately |
| Registration rejected | A registration is rejected by a manager or HRM employee. | Immediately |
| Registration deleted/withdrawn | A registration is deleted by an administrator or withdrawn by the participant. | Immediately |
| Registration moved | A registration is moved to another course. | Immediately |
| Result | A training result (passed, failed, not completed) is recorded. | Immediately |
| Session | A session is cancelled, confirmed or changed. | Immediately |
| Waiting room | A participant is placed in the waiting room, a new course is scheduled or a place becomes available. | Immediately or daily |
| Session information | Reminders before training starts, trainer added/removed, material added and participant numbers. | Immediately or a configurable number of days before the start |
| Certificates | A certificate expires, has expired, is missing or must be approved. | Daily, weekly or monthly |
| Deadline | The deadline of a digital training is approaching or has passed. | Configurable or immediately after expiry |
| Forms | A form is rolled out, must be approved, is rejected, changes stage or is delegated. | Immediately or weekly (reminders) |
| Evaluation forms | An evaluation form is rolled out or the participant receives a reminder. | Based on the form definition |
| New users | A new account is created. | Immediately or daily (overview) |
| Participant absent | Attendance is recorded as absent. | Immediately or daily (overview) |
| Portal | A training definition or certificate definition is created. | Immediately |
| Report | A report download is available or an error occurs. | Immediately |
| Debtor | A price agreement with a debtor will expire soon. | Daily |
Note: You cannot create or change triggers yourself. Each notification is linked to exactly one fixed trigger.
Set conditions
- Go to Administration > Administration > Notifications.
- Open the desired notification.
- Go to the Conditions section.
- Set the conditions:
- Training category — Limit the notification to specific categories.
- Department — Limit the notification to specific departments.
- Role — Determine which roles the notification applies to.
- Click Save.
Sending times
Sending time differs per notification:
| Sending time | Description |
|---|---|
| Immediately | Sent as soon as the event occurs. It may take a few minutes for the notification to actually be sent. |
| Daily | Sent overnight when relevant events occurred during the previous day. |
| Weekly | Sent on Sunday night when relevant outstanding items exist. |
| Monthly | Sent monthly at the time configured in the portal settings. |
| Configurable | The number of days before or after an event can be configured through the portal settings or the notification itself. |
Additional settings per notification
Depending on the notification type, additional settings are available in the edit screen:
| Setting | Description | Available for |
|---|---|---|
| Active | Enable or disable the notification. | All notifications |
| Subject | The subject line of the email. | All notifications |
| Message | The body text of the email, with parameters for dynamic content. | All notifications |
| BCC | Additional BCC recipient(s). | All notifications |
| Disable attachments | Prevent attachments from being sent. | Specific notifications |
| Include training attachments | Add training attachments to the notification. | Specific notifications |
| iCal attachment | Add an iCal invitation so the training is added to the recipient's calendar. Available for registration confirmations, session confirmed and session changed to participant, among others. | Specific notifications |
| Number of days in advance | The number of days before the event when the reminder is sent (minimum 7). | Reminder notifications |
| Months between reminders | The period between repeated reminders for missing certificates. | Missing certificate reminders |
| Required certificates | Determine which type of required certificates the notification applies to (function, additional function, personal, project, additional project). | Certificate notifications |
| Include certificate | Send the certificate as an attachment with the notification. | Specific certificate notifications |
Notification dates when a session date changes
When the date of an existing session changes, notification dates are automatically reset. Reminders and other scheduled notifications are rescheduled based on the new date. This ensures that participants, managers and HRM employees receive the correct reminder, even when a course is moved.
Note: This applies only to existing sessions whose date is changed. When a new session is created, notification dates are set normally.
View a preview
You can view a notification preview using the Preview button (eye icon) in the edit screen. The system shows an email preview with sample data so you can check how the notification looks before activating it.
Frequently asked questions
Can I create a new trigger myself?
No, triggers are predefined in the system. Each notification is linked to exactly one trigger. You can activate or deactivate notifications.
Can I limit a notification to specific trainings or departments?
No, notifications are not filtered by training category, department or role. An active notification applies to all users and trainings that meet the trigger. The recipient is determined by the notification type (participant, manager, HRM employee, trainer, supplier or owner).
Can I send a test notification?
No, there is no function to send a test notification to yourself. You can view an email preview using the Preview button in the edit screen. You can also test the SMTP connection via Email settings.
How do I know when a notification is sent?
The sending time depends on the notification type. Immediate notifications are sent within a few minutes of the event. Daily, weekly and monthly notifications are processed overnight. See the Sending time column in the category table above.
What happens if I deactivate a notification?
The notification is no longer sent. Existing scheduled notifications, such as reminders, are not sent while the notification is inactive.