Examples/Use Cases:
- Remind students about an upcoming live class a day before it starts.
- Send a last-minute reminder 15 minutes before a webinar begins.
- Customize reminder times for different sessions based on user needs.
- Use reminders to prompt users to prepare any required materials in advance.
- Increase engagement in live coaching sessions by reminding users at strategic intervals.
Enable and Schedule Reminders
You can enable live session reminders for your users while setting up a Zoom, Webex, or Microsoft Teams learning activity in your course.
Reminders can only be enabled and used in Zoom, Webex, and Microsoft Teams learning activities, and if you have activated the Mass email feature in your school.
Zoom learning activity
While setting up the Zoom activity, enable the reminder emails option and choose the ones you want.
Webex learning activity
While setting up the Webex activity, enable the reminder emails option and choose the ones you want.
Microsoft Teams learning activity
While setting up the Microsoft Teams activity, enable the reminder emails option and choose the ones you want.
The default options for the live session reminders are:
- 1 day before the live session
- 1 hour before the live session
- 15 minutes before the live session
After the live session reminders creation, you can customize the time and date that the reminders will be sent out, depending on your needs, by navigating to the settings of the activity and clicking on Edit mass emails.
While in the Mass email editor, at the last step, you can choose to schedule the sending of your email reminder.
Manage the Scheduled Reminders
You can locate all of your scheduled reminders under Communication → Mass emails → Scheduled emails
You can locate, review, and manage each one, checking their scheduled times, editing, previewing, or deleting them as needed.
In case you want to edit the reminder emails, you can either locate them directly from the scheduled emails and click on Edit, or you can also find them inside the live activity, by clicking on Edit mass emails.
Editing the Live Session Reminders
Additionally, you can edit the recipients of the reminder. By default, the system will send this to all of the enrolled users for the respective course; however, while using the filtering option, you can change the audience (for example, send it only to specific tagged users).
The process of crafting Email reminders is similar to the one you follow when sending mass emails. So, you can send a test email, change its category, change the recipients, or even the date and time the email will be sent.
The reminder emails will display the following variables:
- {{livesession_when}}
- {{livesession_date}}
- {{livesession_start_time}}
These variables are set according to the school's time zone.
Notes:
- You can only enable email reminders within the remaining time until the date and time of your live session. For example, if you schedule one session for the next hour, the default notification to send an email 1 day before the live session will be greyed out.
- You might want to review the notification preferences in your Zoom, Webex, and Microsoft Teams account. Consider disabling those notifications and relying solely on the ones provided by your school.
- When you are using recurring meetings, you need to update the reminder for each session.
- If you have disabled the privacy setting "opt-in for announcement" on your Privacy/GDPR settings → Custom Data Privacy management, then the reminder will automatically be canceled.
- When you set up a reminder for a live session, only the users currently enrolled are listed as recipients. If additional users enroll afterward, they won’t appear in the recipient list because it doesn’t update dynamically. However, all users enrolled by the time the reminder is sent will still receive it.