> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Notifications & Alerts
> Every automated email, reminder, and alert that Bizaxl College Management sends - what triggers each one, who receives it, and what they should do when they get it.
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.
***
## 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).
***
## College Management Notifications
### 1. Fee Payment Request Email
| Detail | Value |
| ----------------- | ------------------------------------------------------------------ |
| **Trigger** | When a Fees record is submitted with "Send Payment Request" ticked |
| **Recipients** | Student's email address AND all linked guardian email addresses |
| **When it fires** | Immediately on submission of the Fees record |
**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.
***
### 2. Bulk Fee Schedule Payment Notifications
| Detail | Value |
| ----------------- | ----------------------------------------------------------------------------------- |
| **Trigger** | When a Fee Schedule is submitted with "Send Payment Request Email" ticked |
| **Recipients** | All students in the listed student groups and their guardians |
| **When it fires** | Immediately on submission of the Fee Schedule (runs in background for large groups) |
**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.
***
## LMS Notifications
### 3. Certificate Evaluation Reminder
| Detail | Value |
| ----------------- | -------------------------------------------------------------------------------- |
| **Trigger** | 1 day before a scheduled LMS Certificate Request with status "Upcoming" |
| **Recipients** | The learner AND the assigned evaluator |
| **When it fires** | Every day - the system checks for evaluation sessions scheduled for the next day |
**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.
***
### 4. Live Class Reminder
| Detail | Value |
| ----------------- | ---------------------------------------------------- |
| **Trigger** | Daily - fires for any live class scheduled for today |
| **Recipients** | All enrolled participants in the batch |
| **When it fires** | Once per day, every day |
**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.
***
### 5. Batch Start Reminder
| Detail | Value |
| ----------------- | --------------------------------------- |
| **Trigger** | Daily - fires for batches starting soon |
| **Recipients** | All enrolled batch participants |
| **When it fires** | Once per day, every day |
**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.
***
### 6. Payment Reminder (LMS)
| Detail | Value |
| ----------------- | ------------------------------------------------------------ |
| **Trigger** | Daily - fires for LMS Payments where "Payment Received" = No |
| **Recipients** | The learner who initiated the purchase |
| **When it fires** | Once per day, every day, until payment is completed |
**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.
***
### 7. Mentor Request Status Update
| Detail | Value |
| ----------------- | -------------------------------------------------------------------------- |
| **Trigger** | When an LMS Mentor Request status changes (Approved or Rejected) |
| **Recipients** | The learner who submitted the mentor request |
| **When it fires** | Immediately when an administrator or instructor changes the request status |
**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.
***
### 8. Discussion Reply Notification
| Detail | Value |
| ----------------- | ------------------------------------------------ |
| **Trigger** | When someone replies to a discussion post |
| **Recipients** | The person who made the original discussion post |
| **When it fires** | Immediately when a reply is submitted |
**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.
***
## 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.
| Task | Runs | What It Does |
| ------------------------------------ | ---------------------- | ---------------------------------------------------------------------------------------- |
| **Schedule certificate evaluations** | Hourly | Matches pending certificate requests to evaluator slots and marks them "Upcoming" |
| **Mark completed evaluations** | Hourly | After a session's end time passes, automatically marks the evaluation as "Completed" |
| **Update live class attendance** | Hourly | After a live class ends, pulls attendance data from Zoom and creates participant records |
| **Update course statistics** | Hourly | Refreshes enrolment count, lesson count, and rating averages on course records |
| **Update job openings** | Daily | Refreshes job listings data if the Jobs feature is enabled |
| **Process badge awards** | On every record change | Checks badge conditions and awards badges automatically when conditions are met |
***
## 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.
***
## 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**
***
## 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.
***
## Notification Summary
| Notification | Trigger | Recipients | Module |
| ------------------------------- | ---------------------------------------- | ---------------------------------- | ------------------ |
| Fee Payment Request | Fees submitted (payment request enabled) | Student + Guardians | College Management |
| Bulk Fee Payment Notifications | Fee Schedule submitted | All students in groups + Guardians | College Management |
| Certificate Evaluation Reminder | 1 day before evaluation session | Learner + Evaluator | LMS |
| Live Class Reminder | Daily - for today's live classes | Batch participants | LMS |
| Batch Start Reminder | Daily - for batches starting soon | Batch participants | LMS |
| LMS Payment Reminder | Daily - for incomplete purchases | Learner | LMS |
| Mentor Request Update | Mentor request status changed | Learner | LMS |
| Discussion Reply | Reply posted | Discussion poster | LMS |