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Bizaxl College Management sends several types of automated communications to keep students, guardians, and staff informed without requiring manual follow-up. This page explains every notification in the system - when it fires, who receives it, and what the recipient should do.

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Types of Notifications

Notifications in Bizaxl come in three forms: Automated emails - sent by the system to a specific person’s email address based on a trigger (e.g. when a fee invoice is submitted, a payment link is emailed to the student). Scheduled tasks - background processes that run at regular intervals (every hour or every day) to update records and send time-based notifications. In-app alerts - messages that appear in Bizaxl’s notification bell (top of screen) for desk users (staff).

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College Management Notifications

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1. Fee Payment Request Email

What the email contains: A payment link that the recipient can click to pay the fee online via the configured payment gateway (Razorpay or other). The email includes the fee amount, due date, and student name. What the recipient should do: Click the payment link and complete the payment before the due date. If they have questions about the amount, contact the accounts office. Business purpose: Ensures every student and their family receives a formal payment request automatically - without the accounts team having to manually send hundreds of emails.
Sample fee payment request email showing student name, fee amount, due date, and a prominent 'Pay Now' button linking to the payment gateway

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2. Bulk Fee Schedule Payment Notifications

What happens: When a Fee Schedule is submitted, Bizaxl creates one fee invoice per student in the background. For large groups, the system shows a message that records are being created in the background. Once created, payment request emails are sent to each student and guardian. What the recipient should do: Same as individual payment requests - click the link and pay before the due date. Business purpose: Allows the finance team to run a single billing operation for an entire year group (potentially hundreds of students) and have all payment notifications sent automatically, without individual manual action.

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LMS Notifications

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3. Certificate Evaluation Reminder

What the email contains: A reminder that the certification evaluation session is tomorrow. Includes the course name, date, time, and timezone. What the recipient should do:
  • Learner: Review course content one final time; prepare for the evaluation session; join the meeting at the scheduled time.
  • Evaluator: Confirm the session is still scheduled; prepare evaluation questions; join the meeting at the scheduled time.
Business purpose: Reduces no-shows for evaluation sessions. Without a reminder, learners and evaluators who booked sessions weeks earlier may forget the appointment.

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4. Live Class Reminder

What the email contains: Notification that a live class is happening today. Includes the class title, time, and join link. What the recipient should do: Join the live class at the scheduled time using the provided link. Business purpose: Ensures learners don’t miss scheduled live sessions even if they have not checked the timetable.

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5. Batch Start Reminder

What the email contains: A reminder that a batch programme they have enrolled in is starting soon. Includes batch details and start date. What the recipient should do: Check the batch timetable, prepare for the first session, and note the schedule. Business purpose: Re-engages learners who enrolled in a batch weeks in advance and may have forgotten the start date.

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6. Payment Reminder (LMS)

What the email contains: A reminder that the learner started purchasing a course or batch but did not complete the payment. What the recipient should do: Complete the payment to unlock access to the course or batch. Business purpose: Recovers abandoned purchases - a learner who intended to pay but got distracted before completing checkout.

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7. Mentor Request Status Update

What the email contains: Confirmation that their mentor request has been approved or rejected, with any relevant next steps. What the recipient should do: If approved - connect with the assigned mentor. If rejected - optionally try again or seek other support.

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8. Discussion Reply Notification

What the email contains: A notification that someone has replied to their discussion post, with the reply content. What the recipient should do: Read the reply and continue the conversation.

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Automated Background Tasks

These are not email notifications - they are background processes that run automatically and update records. Users benefit from them without seeing a notification.

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In-App Notifications (Staff)

Staff using the Bizaxl desktop application see notifications in the notification bell (🔔) at the top of the screen. These include:
  • Record assignment notifications - when a record is assigned to you
  • Follow-up reminders - when a deadline is approaching on a record you are following
  • LMS discussion replies - when someone replies to a discussion post you made
Click the bell icon to see all notifications and mark them as read.

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Configuring Fee Notifications

To enable automatic payment request emails when submitting individual fee records:
  1. Open the Fees record
  2. Tick the Send Payment Request checkbox before submitting
  3. Ensure the student’s email address and guardian email addresses are filled in
To enable automatic payment request emails when running a fee schedule:
  1. Create a Fee Schedule record
  2. Tick the Send Payment Request Email checkbox
  3. Submit the schedule - emails are sent automatically
To configure the payment gateway for online payment links:
  1. Go to Education workspace → Settings card → Education Settings
  2. Enter the Razorpay Key and Razorpay Secret

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What To Do When Notifications Are Not Arriving

If expected emails are not being received: Check the student/guardian email address: Go to the Student record and verify that the Student Email Address field has a valid email. Check the Guardian record for the guardian’s email. Check Education Settings: Ensure a payment gateway is configured (Razorpay Key and Secret are filled in) if payment request emails are expected. Check the email queue: Ask your system administrator to check the Email Queue in Bizaxl’s system settings. Failed emails will appear there with error messages. Check spam folders: Automated emails from system notifications sometimes land in spam filters. Ask the recipient to check their junk folder.

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Notification Summary