If you’re running online training or customer education, you know that keeping people in the loop is half the battle. Automated email notifications can save you a lot of headaches (and late-night “Did I miss something?” emails). But getting these notifications right—especially with a platform like Skilljar—isn’t always plug-and-play. This guide is for folks who want real, working email automations, not just a checkbox on a project plan.
Let’s cut through the fluff and get your Skilljar notifications running without losing a weekend to confusing docs or clunky integrations.
What You Can (and Can’t) Automate with Skilljar
Skilljar’s built-in notification system is…fine, but pretty basic. If you want truly automated, personalized, or branded emails, you’ll need to use integrations—usually via Zapier, webhooks, or direct API calls.
What works well: - Sending basic notifications (course completions, enrollments, reminders) - Routing data to tools like Mailchimp, Salesforce, or HubSpot - Triggering emails from your own email platform based on Skilljar events
What’s limited or painful: - Deep email customization (beyond templates) - Conditional logic (if-this-then-that for complex workflows) - Real-time triggers (expect a few minutes of lag, sometimes more)
If you’re expecting a magical “set it and forget it” all-in-one system, you’ll be disappointed. But you can build solid automations—if you’re willing to roll up your sleeves.
Step 1: Get Clear on Your Notification Scenarios
Before you connect anything, map out exactly what emails you need to send, and when. Otherwise, you’ll end up with a spaghetti mess of triggers that annoy your learners.
Common scenarios: - Welcome emails when someone enrolls in a course - Reminder emails for incomplete courses - Congratulatory emails on course completion (with certificates attached) - Nudge emails for inactive users after X days
Pro tip:
Don’t try to automate everything at once. Start with the highest-impact notifications—usually reminders and completions.
Step 2: Decide on Your Integration Approach
Skilljar doesn’t have a fancy drag-and-drop integration builder. You’ve got three real options:
A. Zapier (Easiest for Most People)
- Pros: No coding, connects Skilljar to 1000+ apps, quick to set up.
- Cons: Limited to Zapier’s triggers/actions, can get expensive at scale, not always real-time.
B. Webhooks (More Flexible, Still No-Code)
- Pros: Real-time event data, works with platforms like Make (Integromat) or custom endpoints.
- Cons: Requires some comfort with URLs, payloads, and testing.
C. Skilljar API (Most Powerful, Most Work)
- Pros: Full control, supports advanced logic, can integrate deeply with existing systems.
- Cons: Developer required, you’ll need to handle authentication and error handling.
Honest advice:
If you just want to trigger emails in Mailchimp, HubSpot, or Gmail, start with Zapier. If you’re a developer or have access to one, APIs and webhooks give more control.
Step 3: Connect Skilljar to Your Email Platform
Let’s walk through the most common route: using Zapier to trigger emails from Skilljar events.
A. Set Up a Zapier Account
- Sign up at zapier.com. The free plan is enough to test, but you’ll probably need a paid tier for production use.
B. Connect the Skilljar Integration
- In Zapier, search for “Skilljar” as the trigger app.
- If it’s not listed (sometimes it isn’t), you’ll need to use Skilljar’s webhooks to trigger a Zap via Webhooks by Zapier. Not hard, just an extra step.
C. Pick Your Trigger Event
Skilljar supports several events, like: - New Course Enrollment - Course Completion - Lesson Completed
Pick the one that matches your scenario (e.g., “Course Completion” for a certificate email).
D. Connect Your Email Platform
- Choose your email platform (Gmail, Outlook, Mailchimp, HubSpot, etc.) as the action app.
- Set up the action to send an email, add the recipient (use the email field from the Skilljar trigger), and customize the message.
E. Test the Workflow
- Run a test enrollment or course completion in Skilljar.
- Make sure the trigger fires and the email actually arrives (check spam folders, too).
- Zapier’s logs are helpful for debugging—don’t skip this step.
Step 4: Using Skilljar Webhooks for More Flexibility
If Zapier isn’t cutting it, or you need more control, Skilljar lets you send webhooks when key events happen.
A. Enable Webhooks in Skilljar
- In Skilljar’s dashboard, go to Organization Settings > Webhooks.
- Click Add Webhook.
- Enter the endpoint URL (this could be a webhook URL from Make, Zapier, or your own application).
- Select the events you want (enrollments, completions, etc.).
- Save.
B. Handle the Incoming Data
- If you’re using Make or another no-code tool, map the incoming data to your email action.
- If you’re rolling your own, you’ll need to parse the JSON payload and trigger your email logic.
Heads up:
Webhooks are fast, but there’s no built-in retry if your endpoint is down. Make sure your receiving system is reliable.
Step 5: Polish Your Emails (Don’t Overthink It)
Automated emails are only as good as their content. Keep them short, clear, and helpful.
What to include in your notifications: - Who the email is from (“Acme Learning Team” is better than “noreply@skilljar.com”) - Clear subject line (“Congrats on completing Course XYZ!”) - Personalization (use the learner’s name) - Next steps (“Download your certificate” or “Log back in to finish”)
Avoid: - Overloading users with too many emails - Generic, robotic-sounding content - Attachments unless absolutely necessary (links are safer)
Pro tip:
Set up a test user and run through the entire journey yourself. If you’re annoyed by the emails, your learners will be too.
Step 6: Monitor, Iterate, and Don’t Trust It’s Working
Don’t assume your automation is flawless after the first test. Things break—APIs change, Zapier runs into hiccups, emails get marked as spam.
What to watch: - Are emails actually being delivered? (Set up an internal “bcc” if you want proof.) - Are people opening and clicking? (Track with your email platform’s analytics.) - Are you getting complaints about too many or too few notifications?
Don’t be afraid to turn off a workflow if it’s not working. Better to under-communicate than to spam.
What to Ignore (or Approach with Caution)
- Skilljar’s native email templates: Fine for basics, but not great for branding or advanced logic.
- Complex multi-step logic in Zapier: Gets messy fast. If you need branching workflows, use a real automation platform or code it.
- Sending sensitive info via email: Don’t put PII or certificates as attachments unless you’re sure it’s secure.
Summary: Keep It Simple, Iterate Often
Automating emails with Skilljar integrations isn’t rocket science, but it can get unwieldy if you try to do too much at once. Start simple, test everything, and don’t be afraid to scrap and rebuild. Focus on the notifications that actually help learners—not just the ones that look good in a dashboard. The best automations are invisible and reliable. If you keep that mindset, you’ll avoid most of the headaches and deliver a smoother learning experience for everyone.