Email Notifications Integration

Overview

Email notifications keep all stakeholders informed about important events in skillSYMS. Configure automated emails for learners, assessors, moderators, and administrators.

Prerequisites

Valid email addresses for recipients
Email provider configuration (or use skillSYMS default)

Default Configuration

skillSYMS includes a default email configuration using Cloudflare Email Workers. No additional setup is required for basic functionality.

Custom SMTP Configuration

For enterprise customers requiring custom SMTP:

Navigate to Settings → Integrations → Email:

Enable custom SMTP
Enter SMTP server details
Configure authentication
Test connection
Save

Notification Types

Learner Notifications

Event	Description	Default
Welcome	Account created	✓ On
Evidence Approved	Upload accepted	✓ On
Evidence Revision	Changes needed	✓ On
Assessment Result	Outcome recorded	✓ On
Programme Complete	Achieved qualification	✓ On
Deadline Reminder	Due date approaching	✓ On

Staff Notifications

Event	Description	Default
New Evidence	Pending review	✓ On
Moderation Due	Assessments need moderation	✓ On
Report Ready	Export completed	✓ On
User Invited	New team member	✓ On

Admin Notifications

Event	Description	Default
Security Alert	Suspicious activity	✓ On
Export Complete	Large export ready	✓ On
Quota Warning	Approaching limits	✓ On

Email Templates

Default Templates

skillSYMS provides professionally designed templates for all notification types. Templates include:

skillSYMS branding (can be customized)
Clear call-to-action buttons
Mobile-responsive design
Unsubscribe link

Custom Templates

Enterprise customers can customize templates:

Navigate to Settings → Email Templates
Select template to edit
Modify HTML/text content
Use variables for dynamic content
Preview and test
Save

Available Variables

{{learner.firstName}}
{{learner.lastName}}
{{learner.email}}
{{programme.name}}
{{module.name}}
{{assessment.result}}
{{evidence.type}}
{{evidence.feedback}}
{{deadline.date}}
{{organisation.name}}
{{actionUrl}}

Delivery Tracking

View Delivery Status

Navigate to Notifications → History → Email:

Sent timestamp
Recipient
Subject
Status (sent, delivered, opened, bounced)

Handling Bounces

Hard bounces (invalid addresses):

Email marked as bounced
Learner flagged for contact update
Notification sent to admin

Soft bounces (temporary issues):

Automatic retry (3 attempts)
If still failing, marked as bounced

API Integration

Send Email

POST /api/v1/tenants/{slug}/notifications
{
  "recipientId": "user-uuid",
  "channel": "email",
  "template": "evidence_approved",
  "variables": {
    "evidence_type": "Written Assignment",
    "module_name": "Module 1"
  }
}

Bulk Email

POST /api/v1/tenants/{slug}/notifications/bulk
{
  "recipientIds": ["uuid1", "uuid2", "uuid3"],
  "channel": "email",
  "template": "deadline_reminder",
  "variables": {
    "deadline": "2024-12-15"
  }
}

Best Practices

Clear Subject Lines: Be specific about the email purpose
Action-Oriented: Include clear call-to-action
Mobile-First: Test on mobile devices
Timing: Consider timezone and business hours
Frequency: Don’t overwhelm with notifications
Unsubscribe: Respect opt-out preferences

Email Notifications