An organization needs to communicate the right information to the correct party to avoid breaches, miscommunications, or to ensure no task is overlooked. With the OrangeHRM E-mail Notifications tool, you have the ability to accurately set subscribers to avoid such situations.
As an example, if an organization receives a candidate application for a published vacancy, the admin user can configure the OrangeHRM system to alert the Hiring Manager of this activity via an E-mail.
This feature also allows the Admin user/s to subscribe to E-Mail notifications which are sent to Employees as well as Supervisors. You as the Admin user can specify an E-mail address wherein a copy of such notification will be sent as well. You may also select what type of notifications should be received.
To access the E-mail notifications, go to Admin > Configuration > Email Notification. The E-mail notifications screen will display as follows.
E-mail notifications can be categorized into 3 segments:
- 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. The following are the types of email notifications available under "Action-Based" notifications.
|
Notification Type |
Description |
|
Candidate Assigned to Vacancy |
An acknowledgment is sent by the company to the candidate stating that they 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 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 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 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 canceled 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 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 who are 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 the interview is rescheduled. |
|
Panel Interview Schedules |
An email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc) when a panel the interview is scheduled. |
|
Phone Interview Reschedule |
An email notification is sent to the event manager, hiring manager, and the candidate when a phone the 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 then the employee will receive an email notification in regards to that. |
|
Timesheet Rejection |
When a timesheet is submitted by an employee and 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 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 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 a vacancy. |
Step 1 – The desired notification type needs to be ‘enabled’ by the user. Toggle the ‘switch’ to appear in orange color.
Step 2– Click the 
icon relating to the desired notification type to 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. Afterward, the subscribers are added to the subscriber list. Refer to the image below to get a clear understanding.
Date Based Notifications
“Date-Based” notifications give administrators the ability to set up email reminders of important impending events. The following are the email notifications that 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 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 to remind of as employee's birthday to the others. |
|
Driving License Expiry Date |
An email notification is to remind the 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 the 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 them 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 to the changes to the PIM module’s data. The following are the email notifications that 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. At the same time employee is also gets 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.
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 the update should 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 in 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 of an employee along with results with a URL for its 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 follow 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 :