The Arlo email templates have been carefully designed to contain all of the information your registrants will need, and work specifically with the workflows the Arlo system contains. In most instances, the email template content cannot be modified.
Each piece of communication below is using sample data and has been scaled to fit within this article.
All emails are using the default Arlo design. The colours, header, footer, and logo can all be configured to meet your brand's requirements.
Administrative emails are sent to Arlo administrators for internal platform tasks, such as account activation, new records, and registration limit alerts.
Example: Account activation notification sent to administrators to access the Arlo management platform and presenters to access Arlo for Mobile.
Example: Account username reminder sent to an Arlo user who has forgotten their username.
Example: New venue created notification sent to an administrator when they have created a new venue.
Example: New course created notification sent to an administrator when they have created a new course.
Example: New lead submitted notification sent to the designated administrator when a new lead is submitted.
Example: New website order notification sent to requested administrators when a new website order is received.
Example: New task notification sent to administrators who are assigned a task.
Example: Minimum registration limit not met notification sent to the designated administrators when the minimum limit has not been met within the specified timeframe before a course's start date.
Example: Maximum registration limit met notification sent to the designated administrators when the maximum limit has been met within the specified timeframe.
Application communication is sent to registrants who are participating in an application workflow.
Example: Application confirmation sent to the applicant when an application is received.
Example: Application approved notification sent to the applicant when their application is approved.
Example: Application declined notification sent to the applicant when their application is declined.
Example: Application cancelled notification sent to the applicant if their application is cancelled.
Example: Application confirmation sent to the primary applicant when an application is received.
Example: Application details required notification sent to the additional applicants when further information is required to process their team application.
Example: Application approved notification sent to the primary applicant when their team application is approved.
Example: Application declined notification sent to the primary applicant when their team application is declined.
Example: Application cancelled notification sent to the applicant if their application is cancelled.
Certificate emails contain certificates sent to registrants of your courses. The message contained in the email is fully customisable.
Example: Certificate email sent to registrants who are sent a certificate.
Certification communication is sent to registrants who are participating in a certification workflow.
Example: Certification registration notification sent when a contact is registered on to a certification workflow.
Example: Certification approved notification sent when a certification is approved.
Example: Certification renewed notification sent when a certification is renewed.
Example: Certification reminder notification sent before a certification expires.
Example: Certification expired notification sent when a certification expires.
Please note : Certificate reminder and certificate expiration emails are generated in line with the reminder settings when the certification is created, so any subsequent changes to these instructions won't necessarily be pulled through.
Course confirmation emails are sent when a course is approved and confirmed in Arlo. Course change communication is sent when a course or session is changed and notification is required e.g. the change has been made to the date/time, venue, or presenter.
Example: Course confirmation sent to presenters.
Example: Course confirmation sent to support staff.
Example: Course confirmation sent to booking manager on venue.
Example: Course confirmation sent to key contact (only for private courses).
Example: Course change notification sent to presenters.
Example: Course change notification sent to support staff.
Example: Course change notification sent to venue booking contact.
Example: Course change notification sent to key contact (only for private courses).
Example: Course change notification sent to registrants.
Example: Session change notification sent to presenters.
Example: Session change notification sent to support staff.
Example: Session change notification sent to venue contacts.
Example: Session change notification sent to key contact (only for private courses).
Example: Session change notification sent to registrants.
Course cancellation emails are sent if a course has been cancelled.
All cancellation emails contain ical cancellations.
Example: Course cancellation notification sent to the presenters.
Example: Course cancellation notification sent to the support staff.
Example: Course cancellation notification sent to the venue booking contact.
Example: Course cancellation notification sent to the key contact (only for private courses).
Arlo sends customer portal emails to the registrants to encourage them to create a portal account and as part of the portal processes (such as email verification notifications).
The portal segments will not be added to your registration confirmation emails if you are using our SSO feature for the customer portal and checkout (and are therefore using an external IDP to authenticate your end users into your customer portal).
To notify your end users that they can access your customer portal, Arlo includes a section in the registration confirmation emails to direct your end users to your customer portal. You can also send a separate email to your contacts to let them know about your portal. The text can be configured in your portal settings and, for registration confirmation emails, the segment that is included in the emails will depend on whether your end user has an account in your portal or not.
Example: Registration confirmation email including first time registrant portal invitation section.
Example: Registration confirmation email including existing portal user registration confirmation section.
Example: Invitation to create an account notification sent to selected contacts from your contact list.
Arlo sends emails that are required as part of the portal process, such as account verification emails. The text for these emails can be configured in your portal settings.
Example: Email verification notification sent to end users when they first activate their account.
Arlo sends order communication to the billing contact of orders submitted using the checkout or in the management platform. The billing contact can either be the registrant or a separate contact e.g. an HR contact for an organisation who books and pays for training on behalf of others.
If the registrant is not the billing contact they will have no visibility of any of the order communication.
Example: Order received notification sent to the billing contact when an order is received and automated invoices are disabled.
Example: Tax invoice (Standard) sent to the billing contact when an order is received and has payment outstanding. Tax invoices can be sent manually.
Example: Tax invoice (PDF) sent to the billing contact when an order is received and has payment outstanding. Tax invoices can be sent manually.
Example: Order approved notification sent to the billing contact when an order has been approved.
Example: Receipt (Standard) sent to the billing contact when an order has been paid. Receipts can be set manually.
Example: Receipt (PDF) sent to the billing contact when an order has been paid. Receipts can be set manually.
Example: Order cancelled notification sent to the billing contact when an order has been cancelled.
Example: Order change notification sent to the billing contact when an order has been changed.
Example: Credit note (Standard) sent to the billing contact when an order has been fully or partially refunded.
Example: Credit note (PDF) sent to the billing contact when an order has been fully or partially refunded.
Sent to presenters who you would like to request for a course, and administrators to confirm whether or not requests have been accepted or declined. Only sent if using the presenter request feature.
Example: Presenter request sent to presenters.
Example: Presenter request cancelled notification sent to presenter if a request is cancelled.
Example: Presenter request summary sent to course/template managers and support staff to show request responses.
Example: Outstanding task notification sent to course/template managers and support staff to show outstanding presenter requests for a course.
Registration emails are sent to registrants when registrations are approved, transferred, or cancelled. Reminder emails before the course, and follow up emails sent after a course. If you have self-transfers or self-cancellations enabled, the instructions on how your registrants can do this will also be included in registration confirmation emails.
Example: Registration acknowledged notification sent to the registrant if using the course confirmation workflow.
Example: Course instructions for basic courses.
Can also include special instructions and attachments.
Example: Course instructions for multi-session courses.
Can also include special instructions and attachments.
For multi-session courses, session information including maps are displayed when the recipient clicks View more information. We recommend adding "View session details including maps from the 'View More Information' link below" to the course's special instructions. The link will show directly below the special instructions.
Example: Course instructions for live online courses.
Can also include special instructions and attachments.
Example: Course instructions for elearning modules.
Can also include special instructions and attachments.
Up to three reminders can be sent before a course begins at a time defined by the administrator.
Example: Registration reminder emails sent to registrants.
In Arlo, separate messages can be configured within Arlo for attendees, non-attendees, and to all registrants.
Example: Registration follow-up email sent to registrants after a course.
Example: Registration transfer notification sent to registrants upon transfer to a new course.
Example: Registration cancellation notification sent to registrants when their registration is cancelled.
Waiting list emails are sent to contacts who join a waiting list for a full course.
Example: Waiting list confirmation sent to contacts who join the waiting list for a course.
Example: Place available notification sent to contacts when a place becomes available on a full course.
