PulseLMS Communication Tools Guide¶
Complete Reference for Instructor-Student Communication¶
Document Version: 2.0 Last Updated: January 2025 Target Audience: Instructors, Teachers, Course Administrators
Table of Contents¶
- Introduction to Communication in PulseLMS
- Announcements and News
- Forums and Discussions
- Direct Messaging
- Notifications System
- Email Integration
- Calendar and Events
- Comments and Feedback
- Group Communication
- Communication Analytics
- Mobile Communication
- Best Practices
- Troubleshooting
- Reference Tables
Introduction to Communication in PulseLMS¶
The Importance of Effective Communication¶
Effective communication is the cornerstone of successful online learning. In PulseLMS, robust communication tools enable instructors to:
- Inform students about course updates, deadlines, and expectations
- Engage students in meaningful discussions and collaborative learning
- Support students with timely feedback and guidance
- Build a sense of community in the virtual classroom
- Monitor student engagement and identify struggling learners
- Document academic interactions for record-keeping
Communication Channels Overview¶
PulseLMS provides multiple communication channels, each designed for specific purposes:
| Channel | Type | Best For | Audience |
|---|---|---|---|
| Announcements | One-to-Many | Official notices | All enrolled |
| Forums | Many-to-Many | Discussions | Course participants |
| Messaging | One-to-One/Few | Private communication | Individuals/Groups |
| Notifications | Automated | System alerts | Individuals |
| External | Out-of-platform | Email recipients | |
| Calendar | Broadcast | Events/Deadlines | All enrolled |
| Comments | Contextual | Feedback | Individuals |
Communication Flow Diagram¶
Instructor Communication Paths
┌─────────────────────┐
│ INSTRUCTOR │
└──────────┬──────────┘
│
┌─────────────────────┼─────────────────────┐
│ │ │
▼ ▼ ▼
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ Announcements │ │ Forums │ │ Messages │
│ (Broadcast) │ │ (Interactive) │ │ (Personal) │
└────────┬────────┘ └────────┬────────┘ └────────┬────────┘
│ │ │
▼ ▼ ▼
┌─────────────────────────────────────────────────────────────┐
│ STUDENTS │
└─────────────────────────────────────────────────────────────┘
Choosing the Right Communication Method¶
Use Announcements When: - Communicating official course information - All students need to receive the same message - Information is time-sensitive - You need a permanent record
Use Forums When: - Encouraging discussion and interaction - Students need to share perspectives - Building community and collaboration - Grading participation
Use Direct Messaging When: - Discussing private matters - Addressing individual concerns - Providing confidential feedback - Quick one-on-one communication
Use Notifications When: - Automated reminders are needed - System events require attention - Deadlines are approaching - Actions require user response
Announcements and News¶
Understanding the Announcements Forum¶
The Announcements forum is a special forum type in PulseLMS designed specifically for instructor-to-student broadcast communication. It has unique characteristics that differentiate it from regular forums.
Key Features¶
| Feature | Description | Benefit |
|---|---|---|
| Forced Subscription | All students automatically subscribed | Ensures receipt |
| Teacher-Only Posting | Only instructors can create posts | Maintains authority |
| No Replies | Students cannot reply (by default) | Clear communication |
| News Block Display | Shows in course News block | Visibility |
| Email Distribution | Automatically sent via email | Reach students |
Default Configuration¶
The Announcements forum is automatically created in every new course with these settings:
Forum Name: Announcements
Forum Type: Standard forum for general use
Subscription Mode: Forced subscription (everyone subscribed)
Maximum Attachments: 9
Maximum Attachment Size: Based on course settings
Display Word Count: No
Read Tracking: Forced
Grading: None
Creating Effective Announcements¶
Accessing the Announcements Forum¶
Method 1: Direct Access 1. Navigate to your course 2. Click on "Announcements" in Section 0 (General) 3. Click "Add a new topic"
Method 2: From News Block 1. Locate the "Latest announcements" block 2. Click the "Add a new topic" link
Method 3: Quick Access 1. From course, click gear icon 2. Navigate to More > Forums 3. Select Announcements
Composing an Announcement¶
Subject Line Best Practices: - Keep it concise (5-10 words) - Include date if relevant - Use action words when appropriate - Indicate urgency if needed
Good Subject Lines:
✓ Assignment 2 Due Date Extended to Friday
✓ IMPORTANT: Midterm Exam Schedule Change
✓ Week 4 Materials Now Available
✓ Reminder: Office Hours Tomorrow at 3 PM
✓ Guest Speaker This Wednesday - Join Us!
Poor Subject Lines:
✗ Hello
✗ Update
✗ Please Read
✗ Important Information About Something You Need to Know
✗ !!! URGENT !!!
Announcement Body Structure¶
Recommended Format:
## Summary
[One sentence overview of the announcement]
## Details
[Full explanation of the announcement]
## Action Required
[What students need to do, if anything]
## Important Dates
[Relevant dates and deadlines]
## Questions?
[How to get help or ask questions]
Example Announcement:
Subject: Midterm Exam Location Change - March 15
Dear Students,
## Summary
The midterm exam on March 15 has been moved to Room 205 in the Science Building.
## Details
Due to a scheduling conflict, our midterm examination will take place in a
different location than our regular classroom. The exam will still be held
at the same time (10:00 AM - 12:00 PM).
## What You Need to Do
1. Note the new location: Science Building, Room 205
2. Arrive 10 minutes early to get settled
3. Bring your student ID and permitted materials
## Location Details
- Building: Science Building (Building C on campus map)
- Room: 205 (Second floor, east wing)
- Parking: West lot has available spaces
## Questions?
If you have any concerns about finding the room, please message me or
visit during office hours (Wednesday 2-4 PM).
Good luck on your exam!
Best regards,
Professor Smith
Timing Your Announcements¶
Optimal Posting Times:
| Day | Time | Reason |
|---|---|---|
| Monday morning | 8-9 AM | Week overview |
| Tuesday/Wednesday | 10 AM - 2 PM | Mid-week updates |
| Thursday afternoon | 3-4 PM | Weekend reminders |
| Friday morning | 9-10 AM | End-of-week summary |
Avoid Posting: - Late night (after 10 PM) - Weekends (unless urgent) - Holidays - During exams
Delayed Posting¶
Setting Display Time: 1. When composing, check "Display period" 2. Set start date/time 3. Set end date/time (optional) 4. Post remains visible only during period
Use Cases: - Pre-written weekly announcements - Scheduled reminders - Time-sensitive information - Holiday greetings
Attachments in Announcements¶
Adding Attachments: 1. Scroll to "Attachment" section 2. Drag and drop files, or 3. Click to browse and select 4. Up to 9 files allowed 5. Respect size limits
Attachment Best Practices: - Use PDF for documents (universal format) - Compress large files - Name files descriptively - Include preview in message body - Verify attachment opens correctly
Managing Announcements¶
Viewing Announcement History¶
From the Forum: 1. Click on Announcements 2. See all past announcements 3. Sort by date or title 4. Search for specific topics
From the News Block: - Shows most recent posts - Number configured in course settings - Click "Older topics" for more
Editing Announcements¶
Time-Limited Editing: - Default: 30 minutes to edit - After time limit: changes may not re-send - Edit for corrections only - Major changes: post new announcement
To Edit: 1. Click on the announcement 2. Click the gear/settings icon 3. Select "Edit" 4. Make changes 5. Save
Deleting Announcements¶
When to Delete: - Incorrect information posted - Duplicate announcements - Outdated irrelevant content - Student privacy concerns
To Delete: 1. Click on the announcement 2. Click the gear/settings icon 3. Select "Delete" 4. Confirm deletion
Note: Deleted announcements cannot be recovered. Consider editing instead if partial information is still relevant.
Announcement Visibility and Reach¶
Checking Who Received Announcements¶
Via Forum Subscription: 1. Go to Announcements forum 2. Click "Subscriptions" 3. View subscribed users 4. All enrolled should appear
Via Email Logs (Admin): 1. Check email queue 2. Verify delivery status 3. Troubleshoot failures
Ensuring Delivery¶
Best Practices: - Keep subject lines clear - Use proper formatting - Avoid spam trigger words - Include plain text version - Test with your own email
Common Delivery Issues:
| Issue | Cause | Solution |
|---|---|---|
| Not received | Spam filter | Check spam folder |
| Delayed | Mail queue | Wait for processing |
| Bounced | Invalid email | Update student email |
| Blocked | Server issues | Contact admin |
Forums and Discussions¶
Forum Types and Uses¶
PulseLMS offers several forum types, each designed for specific pedagogical purposes:
Standard Forum for General Use¶
Description: Open discussion where anyone can start topics and reply to others.
Best Uses: - General course discussions - Q&A sessions - Resource sharing - Open-ended conversations
Configuration:
Forum Type: Standard forum for general use
Subscription: Optional subscription
Attachments: Enabled
Max Attachments: 5
Rating: Disabled or Enabled (teacher grades)
Single Simple Discussion¶
Description: A single discussion topic that cannot have additional threads.
Best Uses: - Focused discussions on one topic - Course introductions ("Introduce yourself") - Specific debate topics - End-of-course reflections
Configuration:
Forum Type: A single simple discussion
Topic automatically created
All posts as replies
Clear focus maintained
Each Person Posts One Discussion¶
Description: Each student can start exactly one new topic but can reply to others.
Best Uses: - Student presentations - Personal reflection posts - Individual project sharing - "Show your work" activities
Configuration:
Forum Type: Each person posts one discussion
One topic per student
Unlimited replies
Forces individual contribution
Question and Answer Forum¶
Description: Students must post before seeing other responses.
Best Uses: - Assignments requiring original thinking - Preventing copying of ideas - Genuine response activities - Critical thinking exercises
Configuration:
Forum Type: Q and A forum
Students cannot see posts until posting
Encourages original responses
Time delay before viewing others (optional)
Important Note: Teachers always see all posts. The restriction applies only to students.
Standard Forum Displayed in Blog-Like Format¶
Description: Standard forum with blog-style display showing full posts on page.
Best Uses: - Reflective journals - Learning logs - Portfolio discussions - Extended writing activities
Configuration:
Forum Type: Standard forum displayed in a blog-like format
Full content visible on page
Easy reading without clicking
Encourages longer responses
Creating Discussion Forums¶
Adding a Forum Activity¶
Step-by-Step Process:
- Turn Editing On
- Click "Turn editing on" button
-
Or use keyboard shortcut (if enabled)
-
Add Activity
- Click "Add an activity or resource" in desired section
- Select "Forum" from activity chooser
-
Click to add
-
Configure General Settings
Forum name: Week 3 Discussion - Ethics in Technology
Description: Discuss the ethical implications of AI in healthcare.
Consider both benefits and potential risks.
Forum type: Standard forum for general use
Display description on course page: Yes
- Configure Availability
- Configure Attachments and Word Count
- Configure Subscription and Tracking
- Configure Post Threshold for Blocking
- Configure Grade Settings (if applicable)
- Configure Ratings (if applicable)
Aggregate type: Average of ratings
Scale type: Points (20 maximum)
Restrict ratings to date range: Optional
- Configure Common Module Settings
Availability: Show on course page
Group mode: Separate groups (if applicable)
Grouping: None (or select grouping)
- Configure Restrict Access (if applicable)
- Save and Return to Course
Subscription Modes Explained¶
| Mode | Student Control | Default | Best For |
|---|---|---|---|
| Optional | Full control | Not subscribed | General forums |
| Forced | No control | All subscribed | Important discussions |
| Auto | Can unsubscribe | Subscribed initially | Encouraged participation |
| Disabled | No subscription | Not subscribed | Low-traffic forums |
Managing Forum Discussions¶
Moderating Posts¶
Viewing New Posts: 1. Enter the forum 2. See unread indicators (if tracking enabled) 3. Sort by date for newest 4. Use search for specific content
Moderation Actions:
| Action | Purpose | How To |
|---|---|---|
| Edit | Correct errors | Click Edit on post |
| Delete | Remove inappropriate | Click Delete |
| Split | Create new discussion | Move selected posts |
| Move | Relocate discussion | Move to different forum |
| Pin | Keep at top | Star/pin the discussion |
| Lock | Prevent replies | Disable replies |
Editing a Post: 1. Click on the post 2. Click "Edit" from post menu 3. Make necessary changes 4. Add "[Edited by instructor]" note if significant 5. Save changes
Deleting a Post: 1. Click on the post 2. Click "Delete" from post menu 3. Confirm deletion 4. Note: Replies remain orphaned or deleted
Encouraging Participation¶
Discussion Prompts That Work:
Open-Ended Questions:
"What surprised you most about this week's reading and why?"
"How would you apply this concept to a real-world situation?"
"What connections do you see between Topics A and B?"
Structured Prompts:
"Share one insight from the video (with timestamp) and explain
its significance to your professional practice."
"Post your initial response by Wednesday. Then, reply to at
least two classmates with substantive feedback by Friday."
Devil's Advocate:
"Take the opposite position from your initial reaction.
What arguments support this alternative view?"
Grading Forum Participation¶
Whole Forum Grading: 1. Configure forum with grading enabled 2. View all student posts 3. Access grading interface 4. Enter grades per student
Rating Individual Posts: 1. Enable ratings in forum settings 2. Rate individual posts as they appear 3. Aggregate creates final grade 4. View rating summary
Grading Criteria to Consider:
| Criterion | Description | Weight Example |
|---|---|---|
| Frequency | Number of posts | 20% |
| Quality | Depth of contribution | 40% |
| Timeliness | Met deadlines | 20% |
| Engagement | Replies to others | 20% |
Sample Discussion Rubric:
Excellent (90-100%):
- Posted original, thoughtful contribution
- Referenced course materials
- Replied substantively to 2+ classmates
- Posted before deadline
- Advanced the conversation
Good (80-89%):
- Posted adequate contribution
- Some reference to materials
- Replied to 1+ classmate
- Posted on time
- Participated in conversation
Satisfactory (70-79%):
- Posted minimal contribution
- Limited depth
- Few or no replies
- Met basic requirements
- Minimal engagement
Needs Improvement (<70%):
- Late or missing post
- Off-topic or superficial
- No replies to classmates
- Did not meet requirements
Discussion Threading¶
Flat vs. Threaded Display:
| Display | Description | Best For |
|---|---|---|
| Nested | Replies indented under parent | Conversations |
| Flat (oldest first) | Chronological order | Timelines |
| Flat (newest first) | Latest on top | Recent activity |
| Threaded | Show all in threads | Complex discussions |
Configuring Display: 1. Users can set personal preference 2. Site default may be configured 3. Guide students to best option
Advanced Forum Features¶
Timed Discussions¶
Time-Limited Forums: 1. Enable group mode if needed 2. Set due date for posts 3. Set cut-off date to close forum 4. Use availability dates
Phased Discussions:
Phase 1 (Days 1-3): Post original response
Phase 2 (Days 4-5): Reply to classmates
Phase 3 (Days 6-7): Synthesize learning
Private Replies¶
Enabling Private Replies: - Some forum types support private replies - Only instructor sees private reply - Good for sensitive feedback - Student-to-instructor only
Anonymous Forums¶
When Anonymity Helps: - Sensitive topics - Honest feedback - Reducing bias - Peer review activities
Setting Up (if available): 1. Enable anonymous posting 2. Instructors may see names 3. Students see anonymous only 4. Clear guidelines needed
Discussion Locking¶
When to Lock: - Discussion concluded - Prevent late posts - Archive discussions - Move to new topic
How to Lock: 1. Open discussion 2. Settings/gear icon 3. Select "Lock this discussion" 4. Students see locked indicator
Exporting Forum Content¶
Download Options: 1. Access forum 2. Export/download option 3. Select format (HTML, text) 4. Include or exclude attachments 5. Download archive
Use Cases: - Evidence of participation - Course improvement review - Student portfolios - Accreditation documentation
Direct Messaging¶
Understanding the Messaging System¶
PulseLMS includes a comprehensive messaging system for private, one-on-one or small group communication between users.
Messaging Features¶
| Feature | Description |
|---|---|
| Direct Messages | One-to-one private chat |
| Group Messages | Small group conversations |
| Message History | Searchable conversation archive |
| Read Receipts | Know when messages are read |
| Notifications | Alert on new messages |
| Starred Messages | Mark important conversations |
| Block Users | Prevent unwanted messages |
Accessing Messages¶
Method 1: Navigation Menu 1. Click user menu (top right) 2. Select "Messages" 3. View all conversations
Method 2: Message Icon 1. Click message icon in header 2. View recent conversations 3. Quick compose new message
Method 3: User Profile 1. Click on any user's name 2. Click "Message" on their profile 3. Opens direct conversation
Method 4: From Participants 1. Go to course participants 2. Click message icon next to user 3. Opens direct conversation
Sending Messages¶
Composing a New Message¶
To an Individual: 1. Click message icon or menu 2. Click "New message" or compose icon 3. Search for recipient by name 4. Select the recipient 5. Type your message 6. Press Enter or click Send
To Multiple Recipients: 1. Start new message 2. Add first recipient 3. Add additional recipients 4. All recipients see same conversation 5. Responses visible to all
Message Composition Tips¶
Keep Messages Clear:
✓ Good Message:
"Hi Sarah, I noticed you haven't submitted Assignment 2 yet.
The deadline is tomorrow at midnight. Please let me know if
you're having any difficulties. I'm happy to help."
✗ Poor Message:
"Assignment?"
Professional Tone: - Use appropriate salutation - Be direct but polite - Avoid all caps (appears as shouting) - Proofread before sending - Include signature if formal
Structure for Complex Messages:
Subject: Question about your group project
Hi [Student Name],
I wanted to follow up on a few items regarding your group project:
1. Deadline reminder: The project is due on Friday, March 15.
2. Group concern: I noticed some absences at group meetings.
Is everything okay with your group?
3. Resources: I've attached some additional materials that
might help with your research section.
Please let me know if you have any questions.
Best,
Professor [Name]
Managing Conversations¶
Message Organization¶
Starring Important Conversations: 1. Hover over conversation 2. Click star icon 3. Starred conversations at top 4. Easy to find later
Searching Messages: 1. Open messages area 2. Use search box 3. Search by: - Sender name - Message content - Keywords 4. Results show matching conversations
Deleting Conversations: 1. Select conversation 2. Click settings/gear 3. Choose "Delete conversation" 4. Confirm deletion 5. Note: Deletes your copy only
Message Settings¶
Notification Preferences: 1. Access message preferences 2. Configure: - Email notifications - Pop-up notifications - Sound alerts 3. Set quiet periods
Privacy Settings: 1. Who can message you 2. Block specific users 3. Read receipt visibility 4. Online status display
Group Messaging¶
Creating Group Conversations: 1. Start new message 2. Add multiple recipients 3. Group conversation created 4. All members see all messages 5. Any member can respond
Managing Groups: - Add members to existing group - Name the conversation (if available) - Leave conversation - Mute notifications
Best Practices: - Keep groups small (under 10) - Clear purpose for group - Set expectations for response - Consider forum for larger groups
Bulk Messaging¶
Messaging Multiple Students¶
From Participants Page: 1. Go to course Participants 2. Apply filters if needed 3. Select students (checkboxes) 4. Choose "With selected users" > "Send a message" 5. Compose message 6. Send to all selected
From Gradebook: 1. Access gradebook 2. Filter for specific criteria 3. Select students 4. Send message to selected
From Report: 1. Run activity completion report 2. Filter for incomplete 3. Select students 4. Send reminder message
Message Templates¶
Creating Reusable Messages:
Late Submission Reminder:
Subject: Reminder - [Assignment Name] Due Soon
Dear [Student],
This is a friendly reminder that [Assignment Name] is due on
[Date] at [Time]. I noticed you haven't submitted yet.
If you're experiencing difficulties, please reach out before
the deadline so we can discuss options.
Best regards,
[Instructor Name]
Encouragement Message:
Subject: Great Work on [Activity]
Dear [Student],
I wanted to let you know that I was impressed by your work
on [Activity]. Your [specific detail] really showed
[skill/understanding].
Keep up the excellent work!
Best,
[Instructor Name]
Office Hours Invitation:
Subject: Invitation to Office Hours
Dear [Student],
I'd like to invite you to attend office hours this week to
discuss your progress in the course.
Office Hours: [Day] at [Time]
Location: [Location/Link]
Please let me know if this time works or if you need an
alternative.
Looking forward to speaking with you.
Best regards,
[Instructor Name]
Message Privacy and Documentation¶
Privacy Considerations¶
What to Avoid in Messages: - Other students' grades - Identifiable student information - Sensitive disciplinary details - Personal contact information - Password or login details
FERPA/Privacy Compliance: - Keep content educational - Protect student information - Use official channels for sensitive matters - Document important interactions
Documenting Important Communications¶
When to Document: - Academic integrity concerns - Grade disputes - Student complaints - Accommodation requests - Important agreements
How to Document: 1. Screenshot or export message 2. Note date, time, participants 3. Store securely 4. Reference course and student ID 5. Follow institutional policy
Notifications System¶
Understanding Notifications¶
PulseLMS uses a comprehensive notification system to keep users informed about course activities, deadlines, and system events.
Notification Types¶
| Type | Description | Examples |
|---|---|---|
| Course Updates | Content changes | New resource added |
| Assignments | Submission events | Due date reminder |
| Forum | Discussion activity | New post, reply |
| Messages | Direct communication | New message received |
| Grades | Assessment events | Grade released |
| Calendar | Event reminders | Upcoming deadlines |
| System | Platform events | Maintenance notice |
Notification Channels¶
Delivery Methods:
| Channel | Description | Speed | Requires |
|---|---|---|---|
| Web | In-platform popup | Immediate | Login |
| External delivery | Minutes-hours | Valid email | |
| Mobile | Push notification | Immediate | mobile-responsive web version |
Configuring Notification Preferences¶
Accessing Preferences¶
For Yourself: 1. Click user menu 2. Select "Preferences" 3. Click "Notification preferences" 4. Configure each notification type
Setting Preferences by Type¶
Example Configuration:
Forum Posts:
[x] Web notification
[x] Email (digest)
[ ] Mobile push
Assignment Submissions:
[x] Web notification
[x] Email (immediate)
[x] Mobile push
New Messages:
[x] Web notification
[x] Email (immediate)
[x] Mobile push
Grades:
[x] Web notification
[x] Email
[ ] Mobile push
Digest Options¶
Email Digest Settings: | Option | Description | Best For | |--------|-------------|----------| | Send immediately | Real-time delivery | Urgent notifications | | Daily digest | One email per day | Reducing inbox volume | | Weekly digest | Weekly summary | Low-priority items | | Never | No email | Web/mobile only |
Managing Student Notifications¶
Guiding Students¶
Recommended Settings for Students:
Critical (Immediate):
- Assignment due reminders
- Assignment graded
- Direct messages
- Course announcements
Important (Daily Digest):
- Forum posts in subscribed forums
- New course content
- Calendar reminders
Optional (Weekly or Off):
- All forum activity
- Badge awarded
- System maintenance
First Week Activity: 1. Post announcement about notifications 2. Include step-by-step guide 3. Explain importance of settings 4. Offer help during office hours
Troubleshooting Student Notifications¶
Common Issues:
| Problem | Likely Cause | Solution |
|---|---|---|
| No emails | Spam filter | Check spam/junk folder |
| Wrong email | Old address | Update profile email |
| Too many emails | All notifications on | Use digest settings |
| No notifications | All turned off | Review preferences |
| Delayed emails | Server queue | Wait 30 minutes |
Notification Best Practices¶
For Course Design¶
Reduce Notification Fatigue: 1. Consolidate announcements 2. Use forums strategically 3. Set clear expectations 4. Time content releases 5. Batch non-urgent updates
Strategic Notification Use: - Important: Immediate email + web + mobile - Regular: Web notification, daily email - FYI: Web notification only
For Communication¶
When to Trigger Notifications: - Deadline reminders (24-48 hours ahead) - New required content - Grade releases - Important changes - Office hour reminders
When to Avoid: - Minor edits to content - Non-required resources - Redundant information - Late night/weekend posts
Email Integration¶
How Email Works in PulseLMS¶
PulseLMS integrates email communication through several mechanisms:
Automatic Email Triggers¶
| Trigger | Email Sent To | Content |
|---|---|---|
| Forum post (subscribed) | Subscribers | Post content |
| Announcement | All enrolled | Announcement content |
| Direct message | Recipient | Message notification |
| Assignment graded | Student | Grade notification |
| Assignment submitted | Teacher (if configured) | Submission notice |
| Calendar event | Enrolled users | Event reminder |
Email Delivery Flow¶
Action in PulseLMS
│
▼
Notification Created
│
▼
Email Queue (Cron Job)
│
▼
Email Server Processing
│
▼
Delivery to Recipient
Delivery Timing: - Cron typically runs every 1-5 minutes - Queue processing adds delay - External email servers add delay - Total: 5-30 minutes typical
Email Settings and Configuration¶
User Email Settings¶
Checking Email Address: 1. User menu > Profile 2. Click "Edit profile" 3. Verify email address 4. Update if needed 5. Verify new address (confirmation email)
Email Display Options:
Email display:
- Hide from everyone
- Allow everyone to see
- Allow only other course members
Email format:
- Plain text
- HTML (formatted)
Email Digest Settings:
Email digest type:
- No digest (separate emails)
- Complete (full message in digest)
- Subjects only (headlines only)
Sending Emails from PulseLMS¶
Using Forum Email Distribution¶
Announcements Forum: 1. All announcements sent via email 2. Includes full post content 3. Attachments linked (not embedded) 4. Forced subscription ensures delivery
Regular Forums: 1. Only subscribed users receive 2. Subscription mode matters 3. Users can unsubscribe (if optional) 4. Reply by email (if enabled)
Email Students Directly¶
Via Messaging (Creates Email Notification): 1. Send message to student 2. Email notification generated 3. Student receives notification 4. Links back to PulseLMS
Via Participants: 1. Go to Participants 2. Find student email column 3. Click email to compose 4. Opens email client 5. Compose external email
Bulk Email Options¶
Participant Selection: 1. Participants page 2. Select multiple students 3. Action: "Send a message" 4. Triggers email notifications
External Email (Admin): 1. User management 2. Bulk email options 3. Compose email 4. Send to selected users
Email Troubleshooting¶
Delivery Issues¶
Email Not Received: 1. Check spam/junk folder 2. Verify email address in profile 3. Check notification preferences 4. Verify forum subscription 5. Wait for processing (30+ minutes)
Email Delayed: 1. Server queue processing 2. Recipient server delays 3. Large attachment processing 4. Peak usage times
Email Bounced: 1. Invalid email address 2. Mailbox full 3. Server rejection 4. Contact IT for logs
Email Content Issues¶
Formatting Problems: - Check HTML email setting - Try plain text format - Avoid complex formatting - Test with different clients
Attachment Issues: - Size limits apply - Some file types blocked - Links may be safer - Use file repository
Email Best Practices¶
For Instructors¶
When to Use Email vs. LMS:
| Use PulseLMS | Use External Email |
|---|---|
| Course announcements | Personal matters |
| Assignment notifications | Urgent issues |
| Forum discussions | Detailed attachments |
| Grade notifications | Off-platform topics |
| Student support | Administrative needs |
Email Etiquette: 1. Clear subject lines 2. Professional tone 3. Timely responses (24-48 hours) 4. Include course info 5. Sign with name and role
Helping Students with Email¶
Common Student Issues: - Wrong email in profile - Spam filtering - Notification overload - Missing critical emails
Solutions to Share: 1. Whitelist PulseLMS domain 2. Add to contacts 3. Check profile settings 4. Configure notification preferences 5. Check PulseLMS regularly as backup
Calendar and Events¶
Understanding the Calendar¶
PulseLMS includes a comprehensive calendar system that helps instructors and students track deadlines, events, and activities.
Calendar Components¶
| Component | Description | Examples |
|---|---|---|
| Course Events | Course-specific dates | Deadlines, sessions |
| Site Events | Platform-wide | Maintenance, holidays |
| User Events | Personal reminders | Study times |
| Group Events | Group-specific | Team meetings |
Calendar Views¶
Month View: - Overview of entire month - Events displayed on dates - Click for details - Navigation between months
Upcoming Events Block: - Shows near-future events - Configurable time range - Quick access from course
Timeline View: - Chronological event list - Grouped by date - All courses combined
Creating Calendar Events¶
Adding Course Events¶
Method 1: From Calendar 1. Click on calendar date 2. Select "New event" 3. Configure event details:
Event title: Guest Speaker: Dr. Smith
Date: March 15, 2024
Time: 2:00 PM - 3:00 PM
Event type: Course
Course: [Your Course Name]
Description: Dr. Smith will present on sustainable design.
Join us for this special presentation!
Duration: 60 minutes
- Save event
Method 2: From Activity Settings When you set dates in activities, calendar events are automatically created: - Assignment due dates - Quiz open/close dates - Forum due dates - Lesson available dates
Event Types¶
Course Events (Instructor Created): - Exam dates - Special sessions - Guest speakers - Review sessions - Project milestones
Activity Events (Automatic): - Assignment due dates - Quiz availability - Forum deadlines - Lesson dates
Managing Calendar Events¶
Editing Events¶
To Edit: 1. Click on calendar event 2. Click "Edit" or gear icon 3. Modify details 4. Save changes
Bulk Date Changes: When course dates change: 1. Course settings > Edit settings 2. Update course start date 3. Option to shift dates 4. All events recalculate
Deleting Events¶
To Delete: 1. Click on event 2. Click "Delete" option 3. Confirm deletion 4. Event removed from all calendars
Note: Activity-generated events delete when activity is deleted.
Event Visibility¶
Who Sees Events: | Event Type | Visibility | |------------|------------| | Course | All enrolled users | | Group | Group members only | | User | Creator only | | Site | All platform users |
Calendar Best Practices¶
For Course Planning¶
Pre-Semester Setup: 1. Add all major deadlines 2. Include exam dates 3. Mark holidays/breaks 4. Add office hours 5. Include live session times
Weekly Maintenance: 1. Review upcoming week 2. Add any new events 3. Update as needed 4. Announce changes
Helping Students Use Calendar¶
First Week Guidance: 1. Show how to access calendar 2. Explain event colors/types 3. Demonstrate export feature 4. Encourage personal events 5. Show mobile access
Calendar Export: 1. Students can export to personal calendars 2. iCal format compatible 3. Syncs with Google, Apple, Outlook 4. Updates automatically (subscription)
Comments and Feedback¶
Comment Locations in PulseLMS¶
Comments appear in various locations throughout the platform:
| Location | Purpose | Visibility |
|---|---|---|
| Database entries | Content feedback | Participants |
| Glossary entries | Definitions | Participants |
| Blog posts | Reactions | Course/site |
| Assignment feedback | Grading notes | Student only |
| Gradebook | Grade notes | Student only |
| File repository | File notes | Course |
Providing Assignment Feedback¶
Feedback Types¶
Feedback Comments: - Text-based feedback - Appears in grading interface - Visible in gradebook - Included in notifications
Annotated PDF: - Mark up student submissions - Highlight, comment, draw - Inline feedback - Downloaded by student
Feedback Files: - Attach files to feedback - Sample answers - Corrected documents - Additional resources
Audio/Video Feedback: - Recorded comments - Personal touch - Detailed explanations - Accessibility support
Effective Feedback Practices¶
The Feedback Sandwich: 1. Positive observation 2. Constructive criticism 3. Encouragement/next steps
Example:
Your introduction effectively captures the reader's attention
with the compelling statistic about climate change.
The body paragraphs would benefit from stronger transitions
between ideas. Consider using transitional phrases like
"furthermore" or "in contrast" to guide readers through
your argument.
Keep developing your analytical skills - your final paragraph
shows real insight into the implications of your argument.
Specific vs. Vague Feedback:
✗ Vague: "Good work. Needs improvement in analysis."
✓ Specific: "Your use of primary sources in paragraph 3
strengthens your argument effectively. To improve your
analysis, try explaining *why* the data supports your
thesis, rather than simply presenting the numbers."
Inline Comments and Annotations¶
Using PDF Annotation¶
Available Tools: | Tool | Use | Best For | |------|-----|----------| | Highlight | Mark text | Good passages, errors | | Comment | Add notes | Detailed feedback | | Stamp | Quick marks | Check, X, question | | Line/Arrow | Point to areas | Connecting ideas | | Draw | Freeform marks | Diagrams, corrections | | Text | Add text | Corrections, additions |
Annotation Workflow: 1. Open student submission 2. Use annotation panel 3. Mark up document 4. Add summary comment 5. Save annotations 6. Student downloads annotated PDF
Best Practices for Annotations¶
Be Consistent: - Use same marks for same issues - Color code by feedback type - Create personal legend - Share legend with students
Be Efficient: - Use stamps for common issues - Copy paste frequent comments - Focus on major issues - Link to resources for common problems
Gradebook Comments¶
Adding Grade Feedback¶
Quick Grading: 1. Gradebook view 2. Find student/item 3. Click grade cell 4. Enter grade 5. Add feedback in text field 6. Save
Single View: 1. Open single view 2. Select student 3. View all grades 4. Add feedback per item 5. Save changes
Comment Visibility¶
Student View: - Students see feedback with grades - Feedback appears in grade report - Notifications sent when grades posted - Historical feedback preserved
Group Communication¶
Setting Up Group Communication¶
Creating Groups for Communication¶
Method 1: Manual Groups 1. Course > Participants > Groups 2. Create group 3. Add members 4. Enable group messaging (if applicable)
Method 2: Auto-Create Groups 1. Groups > Auto-create groups 2. Configure naming and size 3. Create groups 4. Groups can communicate within
Group Messaging¶
Enabling Group Conversations: 1. Groups automatically can message 2. Forum group mode enables group-specific forums 3. Assignment groups can communicate
Group Message Flow:
Group A Group B
┌─────────┐ ┌─────────┐
│Student 1│ │Student 4│
│Student 2│ │Student 5│
│Student 3│ │Student 6│
└────┬────┘ └────┬────┘
│ │
▼ ▼
Group A Forum/Chat Group B Forum/Chat
(Only Group A sees) (Only Group B sees)
Group Forums¶
Separate Groups Mode¶
Configuration:
Forum > Edit settings > Common module settings
Group mode: Separate groups
Grouping: [Select grouping or None]
Behavior: - Students see only their group's discussions - Teachers see all groups - Dropdown to switch between groups - Posts remain within group
Visible Groups Mode¶
Configuration:
Behavior: - Students see all groups' discussions - Can only post in own group - Cross-group observation - Encourages comparison
Group Project Communication¶
Supporting Group Work¶
Tools for Groups: 1. Group Forum - Discussions 2. Group Wiki - Collaborative documents 3. Group Assignment - Shared submissions 4. Group Choice - Team decisions 5. BigBlueButton - Group meetings
Best Practices: - Clear group expectations - Defined roles (optional) - Milestone check-ins - Peer evaluation component - Instructor monitoring
Monitoring Group Communication¶
As Instructor: 1. Access group forums/activities 2. Switch between groups 3. Monitor activity levels 4. Identify struggling groups 5. Intervene as needed
Red Flags: - No activity for extended period - One-person dominating - Conflict indicators - Missing participants - Off-topic discussions
Communication Analytics¶
Tracking Communication Activity¶
Forum Analytics¶
Available Data: | Metric | Description | Use | |--------|-------------|-----| | Posts per student | Quantity measure | Participation | | Post length | Word count | Depth of engagement | | Replies | Response activity | Interaction | | First post time | When posted | Timeliness | | Views | Read activity | Engagement |
Accessing Forum Reports: 1. Enter forum 2. Gear/settings menu 3. View participation reports 4. Export data if needed
Participation Reports¶
Course Participation Report: 1. Reports > Course participation 2. Select activity type 3. View user contributions 4. Filter by date range 5. Export for analysis
Activity Completion Report: 1. Reports > Activity completion 2. See forum completion 3. Identify non-participants 4. Plan interventions
Identifying Communication Patterns¶
Healthy Patterns¶
Indicators of Good Communication: - Regular participation - Even distribution across students - Substantive discussions - Peer-to-peer interaction - Timely responses
Problem Patterns¶
Warning Signs:
| Pattern | Indicates | Action |
|---|---|---|
| Few posts | Low engagement | Reach out |
| One-word replies | Superficial engagement | Clarify expectations |
| Dominant voices | Imbalanced participation | Encourage others |
| Late posts | Procrastination | Reinforce deadlines |
| No interaction | Isolated learning | Create prompts |
Using Analytics for Improvement¶
Mid-Course Adjustments¶
Review Points: 1. After first major discussion 2. Midterm point 3. Before final activities
Questions to Ask: - Are students participating? - Is participation even? - Are discussions substantive? - What topics engage most?
End-of-Course Review¶
Analysis for Future: 1. Export forum data 2. Review participation metrics 3. Identify successful prompts 4. Note needed improvements 5. Update for next offering
Mobile Communication¶
PulseLMS mobile-responsive web version¶
Mobile Communication Features¶
Available on Mobile: - Direct messaging - Forum browsing and posting - Push notifications - Calendar access - Announcement reading
Limitations: - Some formatting limited - File uploads may be restricted - Complex activities may not work fully - Best for quick communication
Mobile Best Practices¶
For Instructors¶
Mobile-Friendly Communication: 1. Keep messages concise 2. Avoid complex formatting 3. Use clear subject lines 4. Include action items at top 5. Consider mobile viewing
Mobile Notifications: 1. Enable push notifications 2. Set priority levels 3. Respond promptly 4. Use quiet hours
For Students¶
Guidance to Provide: 1. Download mobile-responsive web version 2. Enable notifications 3. Check regularly 4. Use for quick tasks 5. Full features on desktop
Best Practices¶
Communication Timing¶
Response Time Expectations¶
Set Clear Expectations:
Communication Guidelines:
Forum Posts: I check forums daily and will respond within
24 hours on weekdays. Weekend posts will be addressed Monday.
Direct Messages: I respond to messages within 24-48 hours.
For urgent matters, please email me directly.
Email: I aim to respond within 48 hours. If you haven't
heard back after 48 hours, please resend.
Assignment Feedback: Grades and feedback will be posted
within one week of the due date.
Instructor Availability¶
Best Practices: 1. Publish office hours 2. Stick to stated response times 3. Set reasonable boundaries 4. Use auto-responses when away 5. Provide emergency contact if needed
Tone and Language¶
Professional Communication¶
Guidelines: 1. Be respectful and inclusive 2. Use appropriate formality 3. Avoid sarcasm (can be misread) 4. Be clear and direct 5. Proofread before sending
Cultural Considerations: 1. Diverse student backgrounds 2. English may not be first language 3. Different communication styles 4. Be patient and clarifying
Handling Difficult Situations¶
Conflict Resolution: 1. Pause before responding 2. Acknowledge the concern 3. Move to private channel 4. Seek to understand 5. Propose solutions 6. Follow up
Upset Student Example:
Student (public forum): "This assignment is unfair! The
instructions were confusing and now I'm going to fail!"
Instructor Response: "I'm sorry to hear you're frustrated.
I'd like to help you work through this. Could you please
message me directly so we can discuss the specific
challenges you faced? I want to understand your experience
and see what we can do."
[Then in private message, address specific concerns calmly
and provide support or accommodations if appropriate.]
Building Community¶
Creating Connection¶
Strategies: 1. Welcome message at course start 2. Introduction forum 3. Regular instructor presence in forums 4. Personal (appropriate) touches 5. Celebrate achievements
Introduction Forum Prompt:
Welcome to our course community! Please introduce yourself:
1. Your name (and what you'd like to be called)
2. Your location/time zone
3. Your academic/professional background
4. One interesting fact about yourself
5. What you hope to learn in this course
After posting, please respond to at least two classmates!
Maintaining Engagement¶
Throughout the Course: 1. Regular announcements (weekly) 2. Timely feedback 3. Discussion facilitation 4. Acknowledge good contributions 5. Address issues promptly
End of Course: 1. Summary message 2. Thank students 3. Next steps information 4. Feedback request 5. Contact for future
Troubleshooting¶
Common Issues and Solutions¶
Students Not Receiving Messages¶
Checklist: 1. Verify student email in profile 2. Check notification preferences 3. Verify forum subscription 4. Check spam folder (student) 5. Test with another student 6. Contact support if persistent
Forum Issues¶
Posts Not Appearing: | Issue | Cause | Solution | |-------|-------|----------| | Not visible | Group mode | Check group assignment | | Not visible | Hidden forum | Verify visibility | | Not visible | Q&A mode | Student must post first | | Delayed | Caching | Wait/refresh | | Error | Permission | Check role permissions |
Cannot Reply: 1. Check forum settings 2. Verify subscription 3. Check date restrictions 4. Verify user enrollment 5. Clear browser cache
Message Issues¶
Cannot Send Messages: 1. Check recipient's privacy settings 2. Verify user is active 3. Check your permissions 4. Try different recipient 5. Contact support
Messages Delayed: 1. Server processing time 2. Email queue delays 3. Recipient server delays 4. Check after 30 minutes
Getting Help¶
Support Resources¶
Documentation: - This guide - Context-sensitive help - FAQ section - Video tutorials
Support Channels: - Help desk - Instructor forums - Peer support - Training sessions
Reporting Issues¶
When Reporting: 1. Describe issue clearly 2. Include screenshots 3. Note when it started 4. List steps to reproduce 5. Mention any error messages 6. Include browser/device info
Reference Tables¶
Notification Reference¶
| Event | Default Email | Default Web | Recommended |
|---|---|---|---|
| New forum post | Digest | Yes | Keep defaults |
| Direct message | Yes | Yes | Immediate |
| Assignment due | Yes | Yes | Immediate |
| Assignment graded | Yes | Yes | Immediate |
| Course announcement | Yes | Yes | Immediate |
| Calendar event | No | Yes | Daily reminder |
| Badge awarded | No | Yes | Optional |
Forum Comparison¶
| Forum Type | Topics Per User | View Before Post | Best Use |
|---|---|---|---|
| Standard | Unlimited | Yes | General discussion |
| Single Simple | One (shared) | Yes | Focused topic |
| Each Person | One | Yes | Individual shares |
| Q&A | Unlimited | No | Original thinking |
| Blog-like | Unlimited | Yes | Reflective writing |
Communication Channel Comparison¶
| Feature | Announcements | Forums | Messaging | |
|---|---|---|---|---|
| One-to-Many | Yes | Yes | Limited | Yes |
| Many-to-Many | No | Yes | Limited | No |
| One-to-One | No | No | Yes | Yes |
| Threaded | No | Yes | No | Varies |
| Graded | No | Optional | No | No |
| Archived | Yes | Yes | Yes | External |
| Attachments | Yes | Yes | Limited | Yes |
| Mobile | Yes | Yes | Yes | Yes |
Quick Actions Reference¶
| I Want To... | Action | Path |
|---|---|---|
| Send announcement | Post to Announcements | Announcements > Add topic |
| Message one student | Direct message | Participants > Message |
| Message class | Bulk message | Participants > Select > Message |
| Create discussion | Add forum activity | Add activity > Forum |
| Add event | Calendar | Calendar > New event |
| Check participation | Run report | Reports > Course participation |
| Grade discussion | Access forum grading | Forum > Grade |
| Export forum | Download | Forum > Export |
Appendix: Communication Templates¶
Announcement Templates¶
Weekly Overview:
Subject: Week [X] Overview - [Topic]
Hello everyone,
Welcome to Week [X]! This week we'll focus on [topic].
OBJECTIVES:
- [Objective 1]
- [Objective 2]
ACTIVITIES:
- Complete reading: [Chapter/Pages]
- Watch: [Video title]
- Participate in: [Discussion topic]
- Submit: [Assignment] by [Date]
REMINDERS:
- [Important reminder]
Questions? Post in the Q&A forum or message me directly.
Have a great week!
[Instructor Name]
Deadline Reminder:
Subject: Reminder: [Assignment] Due [Date]
Dear Students,
This is a friendly reminder that [Assignment Name] is due on
[Date] at [Time] [Timezone].
Submission Link: [Link]
Late Policy: [Policy details]
If you're experiencing difficulties, please reach out before
the deadline.
Good luck!
[Instructor Name]
Message Templates¶
Check-In (Struggling Student):
Subject: Checking In
Dear [Name],
I noticed [specific observation - missing work, low grades,
absence, etc.] and wanted to check in to see how you're doing.
Is there anything I can help with? I'm happy to:
- Discuss course material
- Review assignment expectations
- Connect you with support resources
- Arrange an alternative deadline if needed
Please let me know how I can support you.
Best,
[Instructor Name]
Positive Reinforcement:
Subject: Great Work!
Dear [Name],
I wanted to take a moment to recognize your excellent work on
[specific assignment/activity]. Your [specific strength -
analysis, creativity, participation, etc.] really stood out.
Keep up the fantastic work!
Best,
[Instructor Name]
This guide is maintained by the PulseLMS Team. For the latest updates, please check the online documentation.
Document Version: 2.0 Effective Date: January 2025 Review Date: July 2025