Add Subscribers to Email Notifications – OrangeHRM

A company sometimes struggle to notify the correct piece of information to the relevant parties. Due to this reason, sometimes a company could communicate the wrong piece of information to the wrong parties hence causing a massive miscommunication. Therefore, it is important for a company to configure its system so that specific information reaches specific subscribers. For example; If a company receives a job application for a post then the relevant personnel(s) should be notified. With OrangeHRM the user can easily configure what information needs to reach out to whom.

This feature allows the admin to subscribe to email notifications that are sent to the employees and supervisors in the system. A copy of the mail is sent to the email address specified by the Admin. He/she can also select what types of notifications he should receive.

Access the email notification through, Admin -> Configuration -> Email Notification. The ‘Email Notifications’ screen is displayed as follows.

Email notifications can be categorized into 3 parts and they are :

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 the tasks that need to be actioned. Following are the types of email notifications available under "Action-Based" notifications.

Notification Type	Description
Candidate Assigned to Vacancy	An acknowledgement is sent by the company to the candidate stating that they have received the job application for the published vacancy.
Candidate Reject	An acknowledgement 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 the need for their action.
Claim Request Rejection	When an employee submits a claim request and the admin or the supervisor rejects the claim request then immediately an email notification is 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 the the admin as well.
Employee Appraisal Initiated Notification	Email notifications are sent to the subscribers when an appraisal is created.
Employee Appraisal Rejected Notification	An email notification is sent to the subscribers when an appraisal gets rejected.
Employee Appraisal Submitted Notification	An email notification is sent to the subscribers when an appraisal is submitted
Leave Applications	Supervisors or admins get an email notification when an employee applies for leave.
Leave Approvals	When a manager or an admin approves a leave, an email notification is sent to the employee.
Leave Assignments	When a Supervisor or an admin assigns a 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 gets cancelled by an employee.
Leave Rejections	When an employee submits a leave and when the supervisor or the admin rejects the leave 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 receives 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 receives 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 who are involved in the interview process. For example; an email notification is sent to the panel of interviewers , stage coordinators and 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 who are involved in the interview process. For example; an email notification is sent to the panel of interviewers , stage coordinators and 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 it is approved by a supervisor or an admin then the employee will receive an email notification in regards to that.
Timesheet Rejection	When a timesheet is submitted by an employee and it is rejected by a supervisor or an admin then the employee will receive an email notification in regards to that.
Timesheet Submission	The employee, supervisor and the admin receives 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 then 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 then 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 inactivating a vacancy.
Vacancy Publishing	An email notification is sent to the subscribers (Admin, etc) when publishing of a vacancy.

Step 1 – The desired notification type needs to be ‘enabled’ by the user. Toggle the ‘switch’ to appear in orange colour.

Step 2– Click the icon relating to the desired notification type which the user wants to subscribe to. The subscriber screen is displayed as follows.

Step 3 - Click the ‘Add’ button (which is towards the right-hand corner of the above screen) in the subscriber screen. After clicking the ‘Add’ button the below screen is triggered.

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 made visible 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. Afterwards, the subscribers are added to the subscriber list. Refer the image below to get a clear understanding.

Date Based Notifications

“Date-Based” notifications gives administrators the ability to set up email reminders of important impending events. Following are the email notifications can be seen under "Date-Based" notifications.

Notification Type	Description
Anniversary Notification	An email notification is sent to the respective employee mentioning the anniversary date is getting closer and how many days are left.
Appraisal Due Date Notifications	An email notification is sent to the respective employee, notifying his/her appraisal due date.
Birthday Wishes	An email notification is sent to the respective employee when his/her birth date is reached.
DOB Notification	An email notification is to remind of as employee's birthday to the others.
Driving License Expiry Date	An email notification is to remind driving license is about to get expired within this amount of days and to take necessary actions on that.
End of Employment Contract Notification	An email notification is sent to the employee to remind that the Employment contract is about to get end within this amount of days.
Immigration Expiry Notification	An email notification is to remind immigration expiration date is about to reach within this amount of days and to take necessary actions on that.
Leave Approval Reminder	An email notification is to remind the admin/supervisors to take necessary actions for the leave requests that are in pending status.
Licenses Expiry Notification	An email notification is sent to an employee to remind that the licenses are about to get expired within a particular number of days and to take necessary actions on that.
Memberships Expiry Notification	An email notification is sent to an employee reminding that his / her membership is about to get expired within a particular number of days and to take the necessary actions on that.
Probation End Date Notification	An email notification is sent to an employee to remind that the Probation end date is coming to an end within a mentioned number of days.
Retirement Notification	An email notification is sent to the employee to remind that the retirement date is about to get reached within a mentioned 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 (which is towards the right-hand corner of the above screen) in the subscriber 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 with regards to the selected employee.
Send notification to the selected employees	Enable this option by clicking the checkbox for the notifications to be sent to the affected employees defined in the above-described field.
When to notify	The date as to when a reminder needs to be provided in regards to 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 subscribing to a scheduled update with regards the changes to the PIM module’s data. Following are the 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 has joined the company. The same time employee is also getting a welcome email.
PIM Updates	An email is sent to notify the changes that were made to PIM fields within a period of time
Timesheet Approval Reminder	An email notification is sent to remind the admin/supervisors to take necessary actions for the 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 needs to click the notification type which he/she wants to subscribe to

Step 3 - Click the ‘Add’ button in the subscriber list Screen. The following screen is displayed.

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 the update should be sent, whether Daily/Weekly.
Template	Select the email template for the subscriber.