Concept: Calendar Message Templates

Calendar message templates in Workday enable you to customize the notifications that learners and instructors receive for learning events. They provide a way to communicate important information consistently and efficiently, enhancing the learning experience. They also save administrators time by automating the notification process. By providing clear and informative messages, templates contribute to a more positive and effective learning experience.

Workday enables the configuration of message templates at the tenant level, applying them to all email invites generated from the Microsoft Outlook and Google Calendar integration. Workday also provides default messages for the templates. You can customize the templates to display specific information in the email subject and body. Workday uses the same templates for both instructors and learners.

Workday lets you create email templates in different languages. To send a calendar invite to learners in the specified language of a course offering, you need to:

Specify only 1 language on the course offering.

Enable message template translation for the calendar integration in your tenant.

Create a message template in the language of the course offering.

Workday doesn’t translate report fields to the language on the course offering. Workday recommends that you create separate courses for each of your supported languages and select the translated course when creating the translate learning calendar message template.

Workday doesn’t run the Microsoft Outlook and Google Calendar integrations until you configure message templates, preventing you from sending empty calendar invites to learners.

Workday won’t require you to reconfigure the calendar message template if you change your integration from Microsoft Outlook to Google or vice versa.

Types of Calendar Message Templates

When a learning event is scheduled or changed, Workday uses the appropriate template to generate and send a calendar invitation to the relevant participants. Workday provides different types of calendar message templates to address various learning scenarios.

Classroom: Workday triggers this template when a learner successfully enrolls or drops an enrollment with in-person classroom lessons, and when learning administrators cancel enrollments with in-person classroom lessons. Workday also triggers this template when you edit a course offering with in-person classroom lessons.

Virtual Classroom: Workday triggers this template when a learner successfully enrolls or drops an enrollment containing virtual classroom lessons, and when learning administrators cancel enrollments with virtual classroom lessons. Workday also triggers this template when you edit a course offering with virtual classroom lessons.

Cancellation: Workday triggers this template only when a course offering is cancelled.

You can customize each template to include relevant details, such as event time, location, and instructor information.

Declining the calendar invite doesn't unenroll a student from the course offering. Students must manually unenroll themselves from course offerings in Workday.

Workday will trigger Classroom or Virtual Classroom message templates if you update these fields in the

Edit Course Offering

task:

Additional Information

Ad Hoc Location Name

Ad Hoc Location Address

Ad Hoc Location Room

Description

End Date

Instructor

Lesson Order

Make Lesson Mandatory

Password

Time Zone

Title

Start Date

Virtual classroom URL

Example: When a learner drops a virtual classroom lesson enrollment, Workday sends a calendar invite with Canceled added to the

Subject

, and the

Body

of the email displays the information set for the virtual classroom lesson.

If you’re using calculated fields for the message templates, ensure that your Integration System User (ISU) for learning calendar integration has access to the calculated fields. If your ISU doesn’t have access to any fields, they won’t appear in the email sent to the learners and instructors. If you want to use custom calculated fields for the calendar message template, you need to create calculated fields on the Instructor Led Offering Lesson business object with learning admin access.

New and Updated Calendar Message Templates

Workday applies a new template only to new course offerings. Workday applies a new template to existing course offerings only when you update the course offerings.

Workday applies the updated templates to course offerings when you edit course offerings. Also, Workday sends an updated template in emails to existing enrolled learners and instructors when you update a course offering, and not to learners who enroll or drop enrollments after you update a template.