Email Templates
Customize the automated emails LearnBuilder sends to your learners and team members.
LearnBuilder sends automated emails at key moments — enrollment confirmations, course completions, compliance reminders, live session reminders, and more. You can customize every one of these templates: edit the subject line, rewrite the body, insert dynamic variables, preview the result, and disable any template you don't need.
Note: Email templates are available on all plans.
Accessing email templates
- Go to User Menu → Account → Emails tab
- You'll see a list of all available email templates, each showing its name, description, and whether it's currently active or has been customized
Available templates
| Template | Sent when |
|---|---|
| Enrollment Confirmation | A learner enrolls in a course |
| Course Completion | A learner completes a course |
| Course Reminder | A learner hasn't accessed a course recently |
| Compliance Due Soon | A mandatory training is approaching its due date |
| Compliance Overdue | A mandatory training is past its due date |
| Session Reminder (24h) | 24 hours before a live session |
| Session Reminder (1h) | 1 hour before a live session |
| Team Invitation | You invite someone to join your account team |
| Course Invitation | You invite someone to a specific course |
| Registration Approved | You approve a learner's registration request |
| Learner Notification | You send a custom update to enrolled learners |
Editing a template
- Click a template in the list to open the editor
- Edit the Subject line
- Edit the Body using the rich text editor
- Use the variable chips to insert dynamic values (see below)
- Click Preview to see a rendered version with sample data
- Toggle Active on or off to enable or disable the template
- Click Save
A Custom badge appears next to any template you've modified.
Dynamic variables
Each template has a set of variables that are automatically replaced with real values when the email is sent. Click a variable chip in the editor to insert it at the cursor position.
| Variable | Value |
|---|---|
{{learner_name}} | Learner's full name |
{{course_title}} | Name of the course |
{{course_url}} | Direct link to the course |
{{account_name}} | Your account name |
{{app_name}} | "LearnBuilder" |
{{due_date}} | Compliance due date (compliance templates) |
{{days_until_due}} | Days until compliance deadline |
{{days_overdue}} | Days past compliance deadline |
{{days_since_start}} | Days since a learner started a course |
{{session_title}} | Live session name |
{{session_time}} | Scheduled start time |
{{meeting_url}} | Meeting link (live sessions) |
{{inviter_name}} | Name of the person who sent the invitation |
{{role}} | Invited team role |
{{accept_url}} | Invitation acceptance link |
{{login_url}} | Link to the account login page |
Tip: Use the Preview button before saving — it renders the template with realistic sample data so you can see exactly how it will look to recipients.
Resetting to default
If you want to undo your customizations and return to LearnBuilder's built-in template:
- Open the template editor
- Click Reset to Default
- Confirm — your customizations are removed and the default subject and body are restored
The Custom badge disappears once a template is reset.
Disabling a template
If you manage certain communications outside LearnBuilder (for example, via your CRM), you can disable individual templates so they're never sent:
- Open the template editor
- Toggle Active off
- Save
Disabled templates show a Disabled badge in the list. LearnBuilder will not send them until re-enabled.