How to Send and Track Email Course Invites
If you’re sending course invites to dozens—or hundreds—of learners, tracking who actually opens and starts the course becomes essential.
With ProProfs Training Maker, you can track the status of every course invite sent via email. It helps you understand who’s in, who hasn’t opened the email, and who might need a follow-up — without guessing or manually checking one by one.
This feature is especially useful when:
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You’re onboarding employees across different teams or locations
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You want to ensure compliance training is acknowledged by everyone
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You need to plan follow-ups for learners who haven’t started the course yet
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You want to track engagement without needing extra tools
Note: Tracking is available only for invites sent via email using the Send icon in your dashboard—not for QR codes or copied course links.
Here’s what the email tracking will look like in ProProfs Training Maker:
How to Send and Track Email Course Invites
Step 1: Click the Send icon on the ProProfs Training Maker dashboard to share a course.
Step 2: Now, you must send a new invite to users you want to take the course.
Learn more about sharing a course with learners.
Step 3: You can switch to the Sent Invites tab to view the invite status after sending the invite.
Below is a short explanation of the statuses you will see-
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All- The total number of invites you sent.
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Sent- The ones delivered, but the user hasn’t opened the link.
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Opened- The invites that users have accepted and started taking the course.
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Pending- The ones that haven’t been delivered for any reason.
Best Practices for Managing Email Invites (for Large Teams)
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Send invites in batches if managing hundreds of users—this helps avoid email delivery issues and makes tracking easier.
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Monitor the ‘Opened’ status regularly to follow up with learners who haven’t started the course.
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Use consistent email templates so learners instantly recognize your invites and don’t miss them.
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Keep track of invite dates manually if you're working with time-sensitive courses — invite history isn’t timestamped.
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Avoid using shared inboxes for learners (like team@company.com), as tracking is per individual email ID.
Frequently Asked Questions
Can I resend course invites to users who haven’t opened them?
Yes. Just go to the Sent Invites tab, find the user’s row, and click the Resend icon. This helps with follow-ups without manually creating a new invite.
Can I track who started but hasn’t completed the course?
No, the invite tracker only shows whether the user opened the invite link. To track course progress, use the Reports tab or Gradebook for real-time learner status.
Can I export the invite tracking report?
Currently, there’s no export/download option for the invite tracker itself. For progress and completion reports, visit the Reports section instead.
Will tracking work for QR codes or shared link invites?
No. The invite tracker only logs invites sent via the Send icon (email). Shared links, QR codes, or embedded courses won’t show tracking data.
How long does it take for ‘Opened’ status to update?
Status updates are usually near real-time, but delays may happen based on the learner’s email client or network issues.