Student Communications
Nimbu automatically sends emails to students at key points throughout their training, from their initial welcome to result notifications and deadline reminders. Understanding when these emails are triggered, what they contain, and what students see helps you anticipate student questions and troubleshoot delivery issues before they become a problem.
What's Covered in This Article
This article provides an overview of every automated email Nimbu sends to students and the circumstances that trigger each one.
- Invitation Emails: The two emails students receive when their account and class enrolment are created.
- Password Reset Emails: How students regain access to their account.
- Result Notifications: Emails sent when assessment, observation, and unit results are finalised.
- Due Date Reminders: The automatic 48-hour reminder sent before an activity deadline.
Invitation Emails
When a student is added to Nimbu for the first time and enrolled in an active class, they receive up to two automated emails - one containing their account credentials, and one with their class enrolment details.
Email 1: Account Credentials
Sent when a new student account is created. This email gives the student everything they need to log in for the first time.
The email contains:
- A personalised greeting with the student's name and RTO name
- The student's registered email address
- A system-generated temporary password
- A direct login URL to the training portal
Note: This email is only triggered when a new student account is created. Students who already have a Nimbu account and are enrolled in an additional class will not receive this email again.
Email 2: Class Enrolment Invitation
Sent when a student is enrolled in a class. This email confirms their enrolment and directs them to their training.
The email contains:
- The name of the class and course they have been enrolled in
- The name of the assigned trainer
- A direct link to access the class
Important: The class enrolment email is only sent when the class is already Active at the time of enrolment. The invitation is sent when the class is activated.
Didn't arrive? Ask the student to check their spam or junk folder. If it is not there, confirm the email address on their student profile is correct. Administrators can resend login details via Settings > Users if needed.
Password Reset Emails
When a student requests a password reset - either through the Forgot Password option on the login page or via an administrator-initiated reset, Nimbu sends an automated password reset email.
The email contains:
- A notification that a password reset was requested
- A reset link the student clicks to create a new password
- Guidance to ignore the email if they did not request the reset
Important: Password reset links are time-limited. If a student attempts to use an expired link, they will need to return to the login page and request a new one.
Administrators can also trigger a password reset on a student's behalf via Settings > Users. This is useful when a student is locked out and unable to initiate the reset themselves.
Result Notifications
Nimbu automatically notifies students when results are recorded for their submitted work. Notifications are sent by both email and in-app alert.
Assessment and Observation Results
Students are notified when a trainer finalises the result for a submitted assessment or observation.
The notification includes:
- The name of the assessment or observation
- The final result (Satisfactory or Not Satisfactory)
- Any feedback provided by the trainer
- A direct link to view the result
Students also receive a notification when a trainer initiates a Remark on a completed task - the result is updated and the student is notified as soon as the remark is complete.
Resubmission and Revision Requests
When a trainer requests a resubmission or revision, students receive an email notification prompting them to act.
For resubmission requests, the email includes:
- The name of the assessment or observation
- The trainer's feedback (if provided)
- A direct link to access the activity
- Resubmission timing details, when it becomes available and the due date (if set)
For revision requests, the email includes:
- The activity name with a Revisions Request subject line
- A prompt to revise and resubmit their existing work
- The due time (if set) and reason (if provided)
Unit Final Results
When a trainer sets a unit final result or when the system automatically finalises a unit result - students are notified via both email and in-app notification.
The notification includes:
- The name of the unit
- The final result (Competent or Not Yet Competent)
- Any feedback provided by the trainer
- A prompt to view and formally accept the result (if required by RTO settings)
Due Date Reminders
To help students meet their deadlines, Nimbu automatically sends a reminder email 48 hours before an activity's due date is reached.
The reminder email includes:
- The name of the activity
- The unit it belongs to
- The due date and time
- A direct link to open the activity
Reminders are sent automatically — no action is required from the trainer. If a due date is extended after a reminder has already been sent, a new reminder will be sent 48 hours before the updated deadline.
Reminders apply to all activities with a due date set, including:
- Assessments activated with a due date
- Observations activated with a due date
- Resubmission requests with a due date
Note: Due date reminders are a system-level communication which trainers cannot customise the reminder timing or content. For urgent or individual situations, contact students directly outside of Nimbu.
Related Articles
- Publishing and Activating a Class (Classes)
- Student Notifications (Student Guide)