System Email Notification Overview - Article

This overview catalogs every automated system email and its trigger, helping admins see which notifications apply to enabled features and then govern templates, tone, sender identity, and notification schemes.

Updated: 20 Mar 2026

13 min read

Summary

System Email Notification Overview explains how automated platform emails behave across workflows and audiences. It provides a conceptual overview of notification types, recipients, and communication logic before working with detailed email configuration.

In this article you will learn:

How system email notifications are triggered across the platform
How different notification types relate to users and workflows
How email communication supports operational and learner-facing processes
How this overview connects to detailed email configuration

System Emails Overview

Every automated message sent by the platform — whether confirming an enrollment, issuing a certificate, notifying about a subscription change, or inviting a user to an event — originates from the Email Sending configuration layer.

While the Email Sending article explains how to configure templates, senders, notification schemes, and delivery infrastructure, this overview focuses on what each system email represents. It helps you assess which notifications require attention so you can align tone, branding, and communication strategy in a structured and manageable way — rather than addressing everything at once.

Use this overview to:

Understand the operational purpose of each notification
Identify which emails are relevant to your activated features
Align communication with your branding and audience strategy
Decide where refinement, rewording, or notification scheme adjustments are required

Governance Note

The notification scheme mapping shown in this overview reflects the platform’s standard configuration. This defines the default communication intensity applied when a user account is created.

Users may later adjust their personal notification preferences within the boundaries defined by administrators.

For this reason, how emails are classified (All, Important, No emails) is not merely a technical setting — it is a communication governance decision that shapes user experience at scale.

Manage configurations in Settings → Email Sending → System Emails.

Account (Account and Authentication)

Email	What It Does / Trigger	All	Important	No emails
Account deleted – user	Confirms permanent removal of the user account and termination of access	✔︎	✔︎	✔︎
Account unlocked – set new password – user	Restores access and requires secure password reset	✔︎	✔︎	✔︎
Account updated during import – user	Informs the user that profile data was modified through administrative import	✔︎	✔︎	✔︎
Complete registration – set password – user	Invites administrator-created users to activate their account credentials	✔︎	✔︎	✔︎
Complete registration – user	Confirms successful self-registration and prompts password setup	✔︎	✔︎	✔︎
Inactive account blocking – user*	Notifies the user that access is suspended due to inactivity rules	✔︎	✔︎	✔︎
Inactive account blocking warning – user*	Warns of upcoming account suspension due to inactivity	✔︎	✔︎	✔︎
Inactive account deletion – user*	Confirms permanent deletion of inactive account	✔︎	✔︎	✔︎
Inactive account deletion warning – user*	Warns of upcoming account deletion due to inactivity	✔︎	✔︎	✔︎
Password reset – user	Provides secure link to reset login credentials	✔︎	✔︎	✔︎
Registration confirmation – user	Confirms account creation is complete and access is active	✔︎	✔︎	✔︎
Registration with organization confirmation – user	Confirms registration and organizational assignment	✔︎	✔︎	✔︎
Security alert: new sign-in – user	Alerts user of login from new device/location to protect account security	✔︎	✔︎	✔︎
Signup verification code – user	Provides verification code required to complete secure signup/authentication	✔︎	✔︎	✔︎

* Only available upon request, enabled by Eurekos Service Desk.

Activities (Activities & Enrollment)

Email	What It Does / Trigger	All	Important	No emails
Assignment assessed – user	Communicates grading outcome and feedback	✔︎	✔︎	✔︎
Activity access expiration – user	Warns that access to training will expire soon	✔︎	✔︎
Activity cancelled – user	Notifies participants that the activity will not take place	✔︎	✔︎
Activity changes – follower	Keeps followers informed about important activity updates	✔︎	✔︎	✔︎
Activity enrollment cancellation – user	Confirms cancellation and removal of enrollment	✔︎	✔︎
Activity enrollment confirmation – user	Confirms successful enrollment into an activity	✔︎	✔︎
Activity minimum seats isn’t booked – admin	Alerts admin that minimum participant threshold has not been reached	✔︎	✔︎
Assignment deadline reminder – user	Reminds learner of upcoming submission deadline	✔︎	✔︎	✔︎
Assignment submitted – instructor	Alerts instructor that submission is ready for review	✔︎	✔︎	✔︎
Booking preferences – user	Requests scheduling preferences to support planning	✔︎	✔︎
Bulk user assignment failed – admin	Reports failure in mass assignment operation	✔︎	✔︎
Enrollment approved – user	Confirms enrollment request approval	✔︎	✔︎	✔︎
Enrollment approved with further details – user	Confirms approval and provides additional required instructions	✔︎	✔︎	✔︎
Enrollment approved with further details on confirmation – user	Confirms conditional approval requiring further action	✔︎	✔︎	✔︎
Enrollment confirmed, waiting list status – user	Informs user of waiting list placement	✔︎	✔︎	✔︎
Enrollment declined – user	Notifies user that request was denied	✔︎	✔︎
Enrollment request reminder – admin	Reminds administrator of pending approvals	✔︎	✔︎
Enrollment request sent – admin	Alerts administrator of new enrollment request	✔︎	✔︎	✔︎
Enrollment request with questionnaire received – user	Confirms questionnaire-based enrollment submission	✔︎	✔︎	✔︎
Group assignment (due date) add to group – user	Notifies user of group task with deadline	✔︎	✔︎	✔︎
Group assignment add to group assignment – user	Confirms user inclusion in collaborative assignment	✔︎	✔︎	✔︎
Group assignment assessed – user	Communicates group grading results	✔︎	✔︎	✔︎
Group assignment confirm – user	Confirms formal submission of group work	✔︎	✔︎	✔︎
Group assignment deadline reminder – user	Reminds group members of upcoming deadline	✔︎	✔︎	✔︎
New draft in group assignment – user	Notifies group of new submission draft	✔︎	✔︎	✔︎
Training completion – user	Confirms activity completion	✔︎	✔︎
Training details updated – user	Notifies participant of schedule/logistics updates	✔︎	✔︎

Activity Promote (Promotions and Invitations)

Email	What It Does / Trigger	All	Important	No emails
Invitation to activity – follow-up – participant	Reminds invited participants to respond before seats are released or the activity starts	✔︎	✔︎	✔︎
Invitation to activity – participant	Invites a user to join an activity and provides direct access to respond	✔︎	✔︎	✔︎
Promotion deleted – contact manager	Informs the Contact Manager that a previously promoted activity is no longer active	✔︎	✔︎	✔︎
Request to promote activity – contact manager	Requests that a Contact Manager promote an activity to their audience	✔︎	✔︎	✔︎
Request to promote activity – follow-up – contact manager	Reminds the Contact Manager to follow up when seats remain unfilled	✔︎	✔︎	✔︎

Announcements

Email	What It Does / Trigger	All	Important	No emails
Announcement created – user	Notifies users that a new announcement has been published	✔︎
Announcement updated – user	Notifies users that an existing announcement has been updated	✔︎

Automation

Email	What It Does / Trigger	All	Important	No emails
Automation	Delivers automated communication configured through Course Administration → Automated Emails (rules)	✔︎	✔︎

Certificates

Email	What It Does / Trigger	All	Important	No emails
Assessment failed – user	Informs the user that certification requirements were not met and further action may be needed	✔︎
Assessment request – instructor	Notifies the instructor that a learner requires assessment for certification	✔︎
Certificate received on activity level – user	Confirms successful certification for a full activity and provides the certificate	✔︎	✔︎	✔︎
Certificate received on module level – user	Confirms successful certification for a specific module	✔︎	✔︎	✔︎
H5P certificate – user	Confirms certification earned through an H5P assessment	✔︎	✔︎	✔︎
Manual re-certification reminder – user	Reminds the user that certification validity is about to expire	✔︎	✔︎
Participant certificate issued – instructor	Confirms to the instructor that a certificate has been issued to a participant	✔︎
Participant re-certification reminder – manager	Alerts a manager that a report requires re-certification	✔︎
Re-certification available – user	Informs the user that renewal is now available	✔︎	✔︎
Re-certification reminder – user	Reminds the user to renew before certification expires	✔︎	✔︎

Commerce

Email	What It Does / Trigger	All	Important	No emails
Additional product order confirmation – admin	Confirms an additional product purchase requiring administrative awareness	✔︎	✔︎	✔︎
Enrollment cancelled – admin	Notifies administration that a paid enrollment has been cancelled	✔︎	✔︎	✔︎
Enrollment confirmation – admin	Confirms a new paid enrollment for administrative tracking	✔︎	✔︎	✔︎
Enrollment confirmation receipt – user	Confirms purchase details and enrollment to the buyer	✔︎	✔︎	✔︎
Free enrollment confirmation – admin	Confirms registration to a free activity	✔︎	✔︎	✔︎
Invoice with attached PDF – user	Delivers invoice documentation for accounting purposes	✔︎	✔︎	✔︎
Pending enrollment request – admin	Alerts that a paid enrollment request awaits approval	✔︎	✔︎	✔︎
Request training – user	Confirms submission of a custom training request	✔︎	✔︎	✔︎
Request training – user responsible for on-demand	Notifies the designated owner of a new on-demand request	✔︎	✔︎	✔︎
User added to waiting list – instructor	Informs instructor that a participant joined the waiting list	✔︎	✔︎	✔︎
Waiting list confirmation – user	Confirms the user has been placed on a waiting list	✔︎	✔︎	✔︎
Welcome to training – user	Confirms successful enrollment and readiness to participate	✔︎	✔︎	✔︎

Communities

Email	What It Does / Trigger	All	Important
Communities updated on followed topic – user	Keeps members informed of updates to topics they follow	✔︎	✔︎
Community creation confirmation – community owner	Confirms successful creation of a new community	✔︎
Community member added – user	Informs a user they have been added to a community	✔︎
Community membership approved – user	Confirms membership approval	✔︎
Community membership declined – user	Notifies the user that their membership request was declined	✔︎
Exclusion from community – user	Informs the user they have been removed from a community	✔︎
New comment on followed topic – user	Alerts a member of new engagement in a followed topic	✔︎	✔︎
New community files – community members	Notifies members that new resources are available	✔︎	✔︎
New membership request – community owner	Alerts owner of a new join request	✔︎
Task assigned – user	Notifies a member of a newly assigned task	✔︎
Task completion – community owner	Confirms a task has been marked completed	✔︎
Topic added – user	Notifies members that a new topic is available	✔︎
Topic updated – user	Informs members that a topic has been modified	✔︎

Course export

Email	What It Does / Trigger	All	Important	No emails
Course exported to SCORM/xAPI - user	Confirms to the requester that a course export has completed successfully and that the SCORM/xAPI package is ready to use/download	✔︎	✔︎	✔︎

Course review

Email	What It Does / Trigger	All	Important	No emails
Course review request - reviewer	Notifies a reviewer that a course author has requested a review—prompting them to open the course and provide feedback	✔︎	✔︎	✔︎
New comment added - course author	Notifies the course author that the reviewer has added a new comment, so the author can respond or apply changes	✔︎	✔︎	✔︎
Review completed - course author	Confirms the review is finished, signalling that the author can proceed with final edits, approval, or next steps	✔︎	✔︎	✔︎

Events

Email	What It Does / Trigger	All	Important
Event invitation - user	Sends an invitation when a user is invited/added to a scheduled event—typically including key details so they can plan attendance	✔︎
Event participation cancellation - instructor	Notifies the instructor that participation has been cancelled for the scheduled event (i.e., the participant list has effectively dropped to zero / “all participants cancelled”)	✔︎
Event reminder - user	Reminds the participant ahead of the event start time to reduce no-shows and support attendance planning	✔︎
Event updated - user	Notifies the participant when an event they’re associated with changes (time/date/details), so they can adjust plans	✔︎
Video recording ready - user	Notifies participants that the event’s video conference recording is available, enabling catch-up or replay after the session	✔︎	✔︎

Feedback

Email	What It Does / Trigger	All	Important	No emails
Feedback received - admin	Alerts administrators that new feedback has been submitted from the system contact form, so it can be reviewed and acted on (support, quality follow-up, triage)	✔︎
Feedback received - user	Confirms to the user that their feedback was received from the system contact form, reinforcing that it has been captured successfully	✔︎

H5P

Email	What It Does / Trigger	All	Important	No emails
H5P updated - user	Notifies the configured recipients (“Who to notify” on the H5P object) that the H5P content has been updated, so they can review changes and validate the learning object	✔︎	✔︎	✔︎

Help center

Email	What It Does / Trigger	All	Important	No emails
Release notification - user	Notifies platform admins when a new platform release/update is published, so they can review changes and prepare communication, testing, or enablement internally	✔︎	✔︎	✔︎

Incentives

Email	What It Does / Trigger	All	Important
New order notification – admin	Alerts admin of new reward redemption requiring fulfillment	✔︎	✔︎
Order confirmation – user	Confirms successful redemption of reward	✔︎	✔︎
Order shipped – user	Notifies user that reward has been dispatched	✔︎	✔︎
Points expire reminder – user	Warns that unused points will expire soon	✔︎	✔︎
Points reset – user	Notifies user that their points balance has been reset	✔︎	✔︎

Organizations

Email	What It Does / Trigger	All	Important	No emails
Added into organization – user	Confirms inclusion into an organization	✔︎
Invitation to join organization – user	Invites user to join a specific organization	✔︎	✔︎	✔︎
Organization member added – manager	Notifies manager that a new member has joined their organization	✔︎
Organization member added via signup – user	Confirms automatic organizational assignment during signup	✔︎
Organization member enrollment – manager	Alerts manager when an organizational member enrolls in training	✔︎

Other

Email	What it does / trigger	All	Important	No emails
Archive ready for download – user	Sent when a requested archive/export package has finished generating and is ready, including a download link	✔︎	✔︎	✔︎
Content translation completed – user	Confirms that a requested content translation finished successfully and is now available in the selected language	✔︎	✔︎
Content translation failed – user	Alerts the requester that a content translation failed, so they can retry, adjust settings, or contact support	✔︎	✔︎
Data import operation failed – user	Notifies the user that a translation/training data import job failed, typically after an import attempt was started	✔︎	✔︎
Data import operation success – user	Confirms that a translation/training data import completed successfully and the imported content/data is now available	✔︎	✔︎
Mention – user	Notifies a user when they are mentioned (e.g., @user) so they can respond or follow up in context	✔︎	✔︎
Microsoft account disconnected	Informs the user that their Microsoft account connection has been removed/disconnected, so they understand why integrated features may stop working	✔︎	✔︎
Translation update completed – user	Confirms that a translation update job completed successfully (e.g., updated language resources/content refresh)	✔︎	✔︎

Privacy policy

Email	What It Does / Trigger	All	Important	No emails
Privacy policy update - user	Sent when the platform privacy policy has changed in a way that requires the user to review the latest version and (re)confirm consent before continuing under the updated terms	✔︎	✔︎

Questionnaires

Email	What It Does / Trigger	All	Important	No emails
Send an email with replies to submitter - user	Sends the respondent a confirmation copy of their submitted questionnaire responses for their own records	✔︎
Submitted activity questionnaire - admin	Notifies the configured recipient that a training/activity questionnaire submission was received	✔︎
Updated user consent answer - admin	Notifies administrators when a user changes an optional consent answer (consent status updated), so governance/compliance handling and audit trails stay current	✔︎	✔︎	✔︎

Reports

Email	What It Does / Trigger	All	Important	No emails
Report generation failed – user	Notifies user that requested report could not be generated	✔︎	✔︎	✔︎
Report ready for download – user	Confirms report is generated and available for download	✔︎	✔︎	✔︎

Subscriptions

Email	What It Does / Trigger	All	Important	No emails
Additional seats purchase - owner	Confirms that additional subscription seats were purchased, expanding access capacity	✔︎	✔︎	✔︎
Payment confirmation - admin	Administrator notified upon successful subscription payment	✔︎	✔︎	✔︎
Subscription cancelled - user	Confirms that the subscription has been cancelled and clarifies when access will expire	✔︎	✔︎	✔︎
Subscription change billing plan - owner	Confirms changes to billing cycle (e.g., monthly ↔ yearly) and outlines financial implications	✔︎	✔︎	✔︎
Subscription change content - user	Notifies subscribers that the included training/content package has changed while pricing remains stable	✔︎	✔︎	✔︎
Subscription change content and price - user	Notifies subscribers of both content scope and pricing changes, ensuring contractual transparency	✔︎	✔︎	✔︎
Subscription change price - user	Notifies the subscriber of a pricing adjustment effective from the next billing cycle	✔︎	✔︎	✔︎
Subscription confirmed - user	Confirms that a new subscription has been successfully activated and access rights are now granted according to the selected plan	✔︎	✔︎	✔︎
Subscription deactivate - owner	Confirms that a subscription has been scheduled for deactivation, typically at end of billing period	✔︎	✔︎	✔︎
Subscription invite - user	User is invited to subscribe on special terms	✔︎	✔︎	✔︎
Subscription managed created - user	Invites a user to accept ownership of a managed subscription that has been provisioned	✔︎	✔︎	✔︎
Subscription managed payment reminder - admin	Alerts the responsible administrator or account contact that renewal/agreement/payment action is required outside the system and needs attention	✔︎	✔︎	✔︎
Subscription managed reminder - user	Reminds the managed subscription owner of upcoming expiration or renewal action	✔︎	✔︎	✔︎
Subscription payment failed - user	Alerts the subscriber that a payment attempt failed and action is required to prevent suspension or cancellation	✔︎	✔︎	✔︎
Subscription reactivate - owner	Confirms that a previously cancelled subscription has been reactivated and access restored	✔︎	✔︎	✔︎
Subscription seat assigned - user	Notifies a user that they have been granted access under a subscription plan	✔︎	✔︎	✔︎
Subscription seat deactivate - user	Warns a user that their subscription-based access will expire or is being withdrawn	✔︎	✔︎	✔︎
Subscription seat reactivate - user	Confirms that subscription access has been restored after prior deactivation	✔︎	✔︎	✔︎
Subscription seat unassigned - user	Notifies a user that their subscription access has been removed	✔︎	✔︎	✔︎
Subscription share - user	Option to share subscription details with others (e.g., internal decision-makers or potential participants)	✔︎	✔︎	✔︎
Sunccess subscription payment - user	Confirms that a recurring or initial payment was processed successfully, reinforcing billing transparency	✔︎	✔︎	✔︎

Videos

Email	What It Does / Trigger	All	Important	No emails
Video transcoding completed – user	Confirms video is processed and ready for streaming	✔︎
Video transcoding failed – user	Notifies user that uploaded video could not be processed	✔︎
Video transcription completed – user	Confirms transcript generation is complete (audio to text)	✔︎	✔︎	✔︎
Video transcription failed – user	Notifies user that transcript generation failed (audio to text)	✔︎	✔︎	✔︎

How to Use this table series

All emails → Full notification intensity
Important → Critical operational emails
No emails → Only mandatory system-level emails