An organization needs to communicate the correct information to the appropriate stakeholders to avoid breaches or miscommunications and to ensure that required tasks are not overlooked. With the OrangeHRM E-mail Notifications feature, you can accurately set subscribers to avoid such situations.
For example, if an organization receives a candidate application for a published vacancy, the admin user can configure the OrangeHRM system to trigger an email to the Hiring Manager when this event takes place.
This feature also allows the Admin user/s to subscribe to email notifications that are sent to Employees as well as Supervisors. As the Admin user, you can specify an Email address to which a copy of the notification will also be sent. You may also select what type of notifications should be received.
To access the Email notifications, go to HR Administration > Configuration > Email Notifications. The E-mail notifications screen will be displayed as follows:
E-mail notifications can be categorized into the following types:
- Action-based (triggered by certain actions/events)
- Date-Based (triggered by dates)
- Scheduled (triggered on scheduled time)
- Other
- Manual
Action-Based Notifications
“Action-Based” notifications allow administrators to set up email reminders for tasks that need to be actioned. The following email notification types are available under "Action-Based" notifications:
| Notification Type | Description |
| (General) Request Desk: Non-Approve Request. Reopen the Request | This notification triggers the requester and the request approver once a non-approved request has been reopened. |
| (General) Request Desk: Non-Approve Request Request More Information | This notification triggers one of the owners to inquire additional/more from the requester for non-approved requests. |
| (General) Request Desk: Non-Approved Request Submit More Information | The subscriber/s will be notified once the requester submits the requested information for a non-approved request. |
| (General) Request Desk: Reopen the Request | The subscriber/s will be notified once the request. |
| (General) Request Desk: Request Submission Without Approvers | The subscriber/s will receive a notification if the requester submits a request without the approvers. |
| (General) Request Desk: Resolve Non-Approved Request | The subscriber/s will receive a notification if the action owner resolves a non-approved request. |
| (General) Request Desk: Withdraw the Non-Approvable Request | The subscriber/s will receive a notification that the request is withdrawn by the action owners. |
| (General/Hiring) Request Desk: Request Adding Comment | The subscriber/s will receive a notification when a comment has been added. |
| (General/Hiring) Request Desk: Request Approval | The request approvers will receive a notification when they have been assigned as the approver for a request. |
| (General/Hiring) Request Desk: Request Approval Completed | The request owner/s will receive a notification once a request has been approved. |
| (General/Hiring) Request Desk: Request Editing Comment | The subscriber/s will receive a notification when a comment has been edited. |
| (General/Hiring) Request Desk: Request More Information | The subscriber/s will be notified if the request owner inquires for more information. |
| (General/Hiring) Request Desk: Request Rejection | The subscriber/s will be notified once a request has been submitted. |
| (General/Hiring) Request Desk: Request Submission | Once a request has been submitted, the request owners will receive a notification. Please note that if the approval workflow is enabled, the request will be forwarded to the designated approvers. Once it is approved, the request will then be directed back to the request owners. |
| (General/Hiring) Request Desk: Resolve the Request | The subscriber/s will be notified once a request has been resolved. |
| (General/Hiring) Request Desk: Submit More Information | The subscriber/s will receive a notification when the requester submits the requested information. |
| (General/Hiring) Request Desk: Withdraw the Request | The subscriber/s will be notified once a withdrawal request. |
| Attendance Sheet Approval | Once the attendance sheet has been approved, notifications will be sent to the subscribers, including the default supervisor and the affected employee. |
| Attendance Sheet Rejection | Once the attendance sheet has been rejected, notifications will be sent to the subscribers, including the default supervisor and the affected employee. |
| Attendance Sheet Submission | The default supervisor will be notified once the attendance sheet has been submitted. |
| Buzz Kudos Notification | An email will be sent out to the employees when they are tagged in a Kudos post on Buzz. |
| Candidate Assigned to Vacancy | An acknowledgment email is sent to the candidate confirming that the company has received their job application for the published vacancy. Additionally, the hiring manager and event manager will also receive a notification regarding the submitted application. |
| Candidate Hired | An email will be sent to the candidate stating that they have been hired, as well as to the hiring manager, informing them that the candidate has been hired for the vacancy. |
| Candidate moved to the One-on-One Interview stage | An email notification will be sent to the hiring manager & event manager informing them that the candidate has moved to the One-on-One Interview stage. |
| Candidate Moved to Panel Interview Stage | An email notification will be sent to the hiring manager & event manager informing them that the candidate has moved to the Panel Interview stage. |
| Candidate Moved to Phone Interview Stage | A notification will be sent to the hiring manager & event manager informing them that the candidate has moved to the Phone Interview stage. |
| Candidate Moved to Preboarding Stage | A notification will be sent to the hiring manager & event manager informing them that the candidate has moved to the Preboarding stage. |
| Candidate Moved to Test Stage | A notification will be sent to the hiring manager & event manager informing them that the candidate has moved to the Test stage. |
| Candidate offered job | A notification will be sent to the hiring manager, event manager, and Candidate informing them that the candidate has been offered the job. |
| Candidate moved to the One-on-One Interview result notification | A notification will be sent to the candidate informing them that they have been offered the job, as well as to the hiring manager & event manager confirming that the job offer has been extended to the candidate. |
| Candidate Panel Interview Result Notification | A notification will be sent to the hiring manager & event manager informing them of the Panel Interview Result for the candidate.
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| Candidate Phone Interview Result Notification | A notification will be sent to the hiring manager & event manager informing them of the Phone Interview Result for the candidate.
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| Candidate Rejected | An acknowledgment is sent to the candidate and the hiring manager stating that the candidate has been rejected. This notification is sent within a scheduled time. |
| Candidate Shortlisted | A notification will be sent to the hiring manager & event manager informing them that the candidate has been shortlisted for the position. |
| Candidate Test Result Notification | A notification will be sent to the hiring manager & event manager informing them of the Test Result for the candidate.
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| Claim Request Approval | When an employee submits a claim request and the admin or the supervisor approves the claim request, then an email notification is sent to the employee. |
| Claim Request Assignment | Email notifications are sent to the subscribers when a claim request is assigned. Under this notification type, the claim moves through a workflow notifying the relevant subscribers of its progress or if action is needed from them. |
| Claim Request Rejection | When an employee submits a claim request and the admin or the supervisor rejects the claim request, an email notification is immediately sent to the employee. |
| Claim Request Submission | Email notifications are sent to the subscribers when an employee has submitted a claim request. |
| Employee Appraisal Completed Notification | When an employee completes his / her appraisal, email notifications are sent to the employee, supervisor, and admin. |
| Employee Appraisal Evaluator Reassigned Notification | Email notification is automatically sent to subscribers when an employee’s appraisal evaluator is reassigned. This notification informs the newly assigned evaluator of their responsibility and notifies other stakeholders of the change. |
| Employee Appraisal Initiated Notification | Email notifications are sent to the defined subscribers when an appraisal is created. |
| Employee Appraisal Rejected Notification | An email notification is sent to the defined subscribers when an appraisal gets rejected. |
| Employee Appraisal Submitted Notification | An email notification is sent to the defined subscribers when an appraisal is submitted. |
| Employee Termination | The subscribers will be notified once an employee is terminated. |
| Employee Termination Scheduled | The subscribers will be notified once employee termination is scheduled for an x date. |
| Individual Development Plan Acknowledgment | The subscribers will be notified once the Individual development plan has been acknowledged. |
| Individual Development Plan Closure | The subscribers will be notified once the assigned Individual development plan has been closed. |
| Individual Development Plan Creation | The subscribers will be notified once the Individual development plan has been assigned. |
| Individual Development Plan Initiation | The subscribers will be notified once the Individual development plan has been initiated. |
| Individual Development Plan Reopening | The subscribers will be notified once the Individual development plan has been reopened. |
| Individual Development Plan Update | The subscribers will be notified once the Individual development plan has been updated. |
| Leave Applications | Supervisors or admins receive an email notification when an employee applies for leave. |
| Leave Approvals | When a manager or an admin approves leave, an email notification is sent to the employee. |
| Leave Assignments | When a Supervisor or an admin assigns leave to the employee, an email notification is sent to the employee. |
| Leave Cancellations | Email notifications are sent to the supervisor and the admin when a leave is canceled by an employee. |
| Leave Rejections | If an employee submits a leave and the supervisor or the admin rejects it, then an email notification is sent to the employee. |
| Nominee Added | When an employee appoints a nominee for a leave request, the supervisor, admin, the leave owner (the employee who applied for the leave), and the nominee all receive an email notification. |
| Nominee Removed | When an employee removes a previously appointed nominee for a leave request, then the supervisor, admin, the leave owner (the employee who applied for the leave), and the nominee all receive an email notification. |
| One-On-One Interview Rescheduled | When a one-on-one meeting is rescheduled, an email notification is sent to the candidate and other employees involved in the interview process. For example, an email notification is sent to the panel of interviewers, stage coordinators, and the hiring manager. |
| One-On-One Interview Scheduled | When a one-on-one meeting is scheduled, an email notification is sent to the candidate and other employees involved in the interview process. For example, an email notification is sent to the panel of interviewers, stage coordinators, and the hiring manager. |
| Online Assessment Courses - Course Approve Complete | The subscriber/s will be notified once the course has been approved by the approver. |
| Online Assessment Courses - Course Approver Reject | The subscriber/s will be notified once the course has been rejected by the approver. |
| Online Assessment Courses - Course Publish | The employees will be notified once the course has been published. |
| Online Assessment Courses - Course Review Complete | The subscribers will be notified once the course review is completed by the reviewer. |
| Paid Claim Notification | The subscriber/s will be notified once the claim has been marked as paid. |
| Panel Interview Rescheduled | Subscribers (Event manager, hiring manager, candidate, etc.) receive an email notification when a panel interview is rescheduled. |
| Panel Interview Schedules | An email notification is sent to the subscribers (Event manager, Hiring manager, candidate, etc.) when a panel interview is scheduled. |
| Password Reset Notification | The subscriber will be notified to reset the password. |
| Phone Interview Rescheduled | An email notification is sent to the event manager, hiring manager, and the candidate when a phone interview is rescheduled. |
| Phone Interview Schedules | When a phone interview is scheduled, an email notification is sent to subscribers (Event manager, Hiring manager, candidate, etc.) |
| Publish Document Notification | The subscriber/s will be notified once the document has been published. |
| Publish News Notification | The subscriber/s will be notified once the news has been published. |
| Set Password on First Login Notification | The new employees will be notified once the admin creates the user account. |
| Survey Notification | An email notification is sent to the subscribers (employees, survey participants, HR, etc.) when a new survey is created, showing employees that their feedback matters. |
| Test Reschedule | An email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc.) when a test is rescheduled. |
| Test Schedules | An email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc.) when a test is scheduled. |
| Timesheet Approval | When a timesheet is submitted by an employee and is approved by a supervisor or an admin, the employee will receive an email notification in that regard. |
| Timesheet Rejection | When a timesheet is submitted by an employee and is rejected by a supervisor or an admin, the employee will receive an email notification in that regard. |
| Timesheet Submission | The employee, supervisor, and admin receive an email notification when an employee submits a timesheet. |
| Travel Request Approval | When an employee submits his / her travel request and the manager or the admin approves it, an email notification is sent to the respective supervisor or the admin. |
| Travel Request Assignment | Email notifications are sent to the subscribers ( Admin, Employee, Supervisor, etc.) when a Travel Request is assigned for an employee. |
| Travel Request Cancellation | An email notification is sent to the supervisor or the admin when an employee cancels a previously created travel request. |
| Travel Request Rejection | When an employee submits his / her travel request and the manager or the admin rejects it, an email notification is sent to the respective supervisor or the admin. |
| Travel Request Submission | The supervisor or the admin receives an email notification when an employee submits his /her travel request. |
| Vacancy Closure | Subscribers (Admin, etc.) receive an email notification when closing a vacancy. |
| Vacancy Inactivation | An email notification is sent to the subscribers (Admin, etc.) when a vacancy is inactivated. |
Vacancy Publishing | An email notification is sent to the subscribers (Admin, etc.) when a vacancy is published. |
Step 1 – The desired notification type must be ‘enabled’ by the user. Toggle the ‘switch’ until it displays an orange color as follows:
Step 2– Click the icon for the desired notification type to which the user wishes to subscribe. The subscriber screen is displayed as follows:
Step 3 - Click the ‘Add’ button in the subscriber screen (located towards the right-hand corner of the above screen), which will trigger the following screen:
Step 3 – Complete the following fields.
| Field | Description |
| Employees | Add Subscribers by employee name. |
| Admin Roles | Add Subscribers by Admin user roles. |
| Supervisor Roles | Add Subscribers by Supervisor user roles. |
| ESS Roles | Add Subscribers by ESS user roles. |
| Email Addresses | Add an additional email address to send the notification to. This option needs to be enabled by clicking the checkbox. |
| Subscription Settings | If the e-mail notification should be added to the ‘To’ section or the ‘CC’ section of the Original email. |
| Hide Workflow Action Scenarios* | Show/Hide Email template configurations for the subscriber. This option can be enabled by clicking the checkbox. |
*Hide Workflow Action Scenarios- By unclicking this option, the following area is displayed to the user within the same screen. After defining the configurations for the email template, the user can click the ‘SET SAME TEMPLATE FOR ALL’ button.
Step 4 – Click ‘SAVE’ after making all the necessary changes. Now, the subscribers are added to the subscriber list. Refer to the image below to get a clear understanding.