An organization needs to communicate the correct information to the appropriate stakeholders to avoid breaches or miscommunications and to ensure required tasks are not overlooked. With the OrangeHRM E-mail Notifications feature, you have the ability to 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 E-Mail notifications which are sent to Employees as well as Supervisors. As the Admin user, you can specify an E-mail 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 E-mail notifications, go to Admin > Configuration > Email Notifications. The E-mail notifications screen will be displayed as follows:
E-mail notifications can be categorized into 3 types:
- Action Based (triggered by certain actions/events)
- Date Based (triggered by dates)
- Scheduled
Action Based Notifications
“Action Based” notifications allow the 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 |
|
Candidate Assigned to Vacancy |
An acknowledgment is sent to the candidate stating that the Company have received the job application for the published vacancy. |
|
Candidate Reject |
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. |
|
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 then 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 then Email notifications are sent to the employee, supervisor, and admin. |
|
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. |
|
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 cancelled 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 then 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 Reschedule |
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. |
|
Panel Interview Reschedule |
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. |
|
Phone Interview Reschedule |
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.). |
|
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 the 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 receive 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 to. 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 ‘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.
Date Based Notifications
Administrators can set up email reminders for significant upcoming events using "Date Based" notifications. The following email notifications are present under "Date Based" notifications.
|
Notification Type |
Description |
|
Anniversary Notification |
An email notification is sent to the appropriate employee, notifying them that the anniversary date is approaching and how many days remain. |
|
Appraisal Due Date Notifications |
An email notification is sent to the respective employee notifying them of the due date for his/her appraisal. |
|
Birthday Wishes |
An email notification is sent to the respective employee when his/her birth date is reached. |
|
DOB Notification |
An email notification is sent to others reminding them that the employee's birthday is approaching. |
|
Driving License Expiry Date |
An email notification is sent to notify the user that their driver's license is due to expire in this amount of days and they should take the necessary steps to renew it. |
|
End of Employment Contract Notification |
An email notification is sent to the employee reminding them that their employment contract is going to expire in this number of days. |
|
Immigration Expiry Notification |
An email notification is sent to notify the user that their immigration expiration date is approaching within this amount of days and they should take the necessary steps. |
|
Leave Approval Reminder |
An email notification is sent to remind the admin/supervisors to take necessary actions for any leave requests that are in pending status. |
| Goal Due Date Notification |
An email notification is sent to remind the goal owner to take necessary actions for any goals that are in 'incomplete' status. |
|
Licenses Expiry Notification |
An email notification is sent to the employee to remind them that the licenses are about to expire within a particular number of days and they should take the necessary steps. |
|
Memberships Expiry Notification |
An email notification is sent to an employee reminding them that his / her membership is about to expire within a particular number of days and they should take the necessary steps. |
|
Probation End Date Notification |
An email notification is sent to an employee to remind them that their Probation end date is approaching within a specified number of days. |
|
Retirement Notification |
An email notification is sent to the employee to remind them that their retirement date is approaching within a specified number of days. |
Step 1 – Click the ‘Date Based’ Tab in the Email Subscription Screen. Upon clicking the ‘Date Based’ tab the following screen is shown to the user.
Step 2 – The user needs to click the notification type which he/she wants to subscribe to.
Step 3 - Click the ‘Add’ button in the subscriber screen (which is located towards the right-hand corner of the above screen). After clicking the ‘Add’ button the below screen is triggered.
Step 4 – 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. |
|
Notify when the affected employee is |
Leave the default setting as ‘All’ so that the subscriber receives notifications related to all employees. Alternatively, the user can select one employee so that the subscribers receive notifications relating to the selected employee. |
|
Send notification to the selected employees |
Enable this option by clicking the checkbox so the notifications are sent to the affected employees defined in the above-described field. |
|
When to notify |
The date for when a reminder needs to be provided for a particular event. The defined dates can be selected from the drop-down. |
|
Template |
Select the email template for the subscriber. |
Step 5 – Click ‘Save.’ The subscribers are added to the subscriber list.
Scheduled Notifications
“Scheduled Based” notifications allow users to subscribe to a scheduled update relating to data changes in the PIM module. The following email notifications can be seen under "Scheduled Based" notifications.
|
Notification Type |
Description |
|
Bradford Factor Threshold |
An email notification is sent to the subscriber regarding the Bradford factor threshold |
|
Employee Termination |
An email notification is sent to the subscriber regarding employee termination. |
|
Employee Welcome Email |
An email notification is sent to the subscriber regarding an employee who has joined the company. In parallel, the employee also receives a welcome email. |
|
PIM Updates |
An email is sent to the subscriber notifying them of changes made to PIM fields within a period of time. |
|
Timesheet Approval Reminder |
An email notification is sent reminding the admin/supervisors to take necessary actions for any timesheets that are in 'pending' status. |
|
Timesheet Submission Reminder |
An email notification is sent to remind the subscribers (Supervisor, employee) when an employee forgets to submit their timesheet. |
Step 1 – Change to the ‘Scheduled’ Tab in the Email Subscription Screen.
Step 2 – The user must click the notification type which he/she wishes to subscribe to
Step 3 - Click the ‘Add’ button in the subscriber list Screen. The following screen is displayed:
How to set up the welcome email
Step 4 – 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. |
|
Schedule |
How often should the update be sent, whether Daily/Weekly. |
|
Template |
Select the email template for the subscriber. |
Step 5 – Click ‘Save.’ The subscribers are added to the subscriber list.
Other Notifications
Once the Online Training Module is activated in the system, a set of email notifications will also be enabled under the 'Other' section within E-mail notifications. The following screen captures the available notifications for the OTM module:
| Notification Type | Description |
| Online Training - Assessment Completion | Once this email notification is enabled, the system notifies the subscribers on completion of an assessment by an employee along with results including a URL for the certificate. |
| Online Training - Course Assignment | Course assignment email notification informs the participant that the course has been assigned as well as the course access information. Other subscribers will be notified of the assignment of the course to an employee. |
| Online Training - Course Assignment on Job Record Change | This email notification will inform the employees and other subscribers on the courses assigned to him/her based on a recent job change. |
| Online Training - Course Content Change | Once the content of a course is changed in the system, this email will notify employees of that content change and encourage the employees to take the course again if required. |
| Online Training - Course Re-Assignment | Employees will get notified if a course has been re-assigned to them. |
Refer the following :