The tomHRM training management system offers various email notification types to streamline training administration. These notifications can be used independently, depending on your needs and the specific training programme requirements.

Key features:

• Automatically sent when specified conditions are met
• Content based on customisable templates
• Dynamic placeholders (training date, location, etc.) for personalised messaging

Notifications by Recipient Type

Employee/Participant Notifications

Employee Enrolment Sent when an employee is enrolled by their manager or administrator

• Confirms registration details
• Provides essential training information

Employee Withdrawal Notifies when an employee is removed from training

• Explains reason for withdrawal
• Provides alternative options if available

Upcoming Training Reminder Sent a specified number of days before training

• Can target participants with different statuses (enrolled, waiting list)
• Customisable timing and frequency

Training Details Changed Automatically sent when key information changes:

• Location updates
• Date/time changes
• Trainer modifications

Training Status Updates Sent when training status changes.

Manager Notifications

Employee Self-Enrolment/Withdrawal Alerts managers when their team members independently register or withdraw from training

Training Budget Exceeded Notifies when department training spend exceeds allocated budget

Training Status Updates Sent when training status changes.

Trainer Notifications

Training Details Changed Automatic updates when location, date or trainer changes

Upcoming Training Reminder Reminder sent a specified number of days before training delivery

Insufficient Participants Alert sent when minimum participant numbers aren’t met by a specified deadline

Training Coordinator Notifications

Minimum Participants Reached Confirms when minimum enrolment threshold is achieved

Insufficient Participants Warning when participant numbers are too low by specified deadline

Waiting List Full Alert when maximum waiting list capacity is reached

Training Budget Exceeded Notification when programme costs exceed budget limits

Upcoming Training Reminder Coordinator reminder about approaching training delivery

Custom Recipient Notifications

Budget Exceeded Can be sent to any selected employees when training budgets are exceeded

Notifications by Topic Area

Enrolment and Withdrawal Management

Registration Confirmations Comprehensive notification system for training registration:

• Employee confirmation – Sent when self-enrolling or notified when enrolled by others
• Manager notification – Alerts about employee enrolment/withdrawal
• Personalised content – Uses placeholders for employee names and details

Best practice: Always enable these notifications if you allow self-service enrolment and withdrawal.

Training Organisation Communications

Minimum Bookings Achieved Critical for:

• Training companies running open courses
• Organisations with extensive internal training programmes

Waiting List Capacity Reached Enables quick decision-making about scheduling additional training sessions

Insufficient Registrations Sent to coordinators or trainers X days before registration deadline

• Allows time for promotional activities
• Helps prevent training cancellations

Schedule and Venue Management

Automatic Update Notifications System automatically emails selected recipients when:

• Training location changes
• Date/time modifications occur
• Venue details are updated

Budget Management

Financial Control Notifications Alerts about training budget overruns sent to:

• Training coordinators
• Department managers whose teams exceed budget
• Selected stakeholders

Helps maintain cost control and budget compliance across training programmes.

Dynamic Content Placeholders

Enhance personalisation using available placeholders:

Training Information

• Training title and description
• Location and venue details
• Training dates and times
• Training type and category

People Information

• Employee name and details
• Manager name and contact
• Trainer names and credentials
• Employee department and position

Additional Details

• Link to training information
• Buddy name (for onboarding programmes)