Create an Invitation Template

Create custom invitation emails to notify learners about new training assignments

Invitation templates allow you to customize the initial email learners receive when they are assigned training.

How to create an invitation template

1. Go to Communications in the left navigation.

2. Locate the Default Training Invitation.

3. Under Actions, click the plus (+) icon to create a new template.
   

4. Enter a descriptive name for your invitation template.

   • You will reference this name when creating assignments
   • This name is visible only to administrators; learners will not see it

5. Enter a subject line for the email.
   

   • You can remove the pre‑filled subject and write a new one to grab learners’ attention
   • We recommend keeping the dynamic fields shown in brackets so the subject can be reused across assignments

6. Edit the base template or paste your custom message into the email body.

7. Review the live preview at the right of the page as you make changes.

8. To send a test email, enter your email address and click Test Send.

   • Note: When sending a test email, you may see information displayed in brackets if markdown syntax is used (see below). This is expected. When the template is sent to learners, their specific information automatically replaces the brackets.

9. Click Save to save your invitation template.

Using dynamic fields and markdown (quick guidance)

Invitation templates support dynamic fields and simple markdown syntax to personalize messages and reuse templates across assignments.

You may see placeholders like:

• — displays the learner’s first name
• — displays the assigned content name
• — displays the assignment start date
• — displays the assignment due date

These fields are automatically replaced with learner‑specific or assignment‑specific information when the email is sent.

Important rules

• Do not edit or delete anything inside { }
• You may move these fields, but do not rename or reformat them
• Removing or changing these fields can break personalization
• Use the preview and test email features to confirm your message displays correctly before using it in an assignment

Best practice tips

• • Keep invitation messages clear and welcoming
  • Explain what the training is and why the learner is receiving it
  • Include clear next steps so learners know what to do after opening the email