Organizations need to ensure that the right information is communicated to the appropriate stakeholders in a timely manner to avoid miscommunication, missed tasks, or compliance risks. The OrangeHRM Email Notifications feature supports this by allowing you to configure notifications based on specific dates.
Date-based notifications are triggered automatically based on predefined employee-related dates stored in the system. For example, when an employee’s birthday is recorded, the system will send a notification to designated subscribers on that date, enabling them to acknowledge the occasion or take relevant action.
Administrators can configure these notifications by selecting the appropriate subscribers, including Employees, Supervisors, or specific email addresses. Additionally, Admin users can choose to receive copies of notifications sent to others, ensuring visibility and oversight where needed.
To access Email Notifications, navigate to HR Administration → Configuration → Email Notifications. The Email Notifications screen will then be displayed, where you can manage and customize notification settings
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 | Module | Description |
| Anniversary Notification | Employee Management | The subscriber/s will be notified when an employee’s work anniversary is approaching within a specified number of days, so that appropriate acknowledgment or action can be taken. |
| Appraisal Due Date Notifications | Performance | The subscriber/s will be notified when an employee’s work anniversary is approaching within a specified number of days, so that appropriate acknowledgment or action can be taken. |
| Birthday Wishes | Employee Management | The subscriber/s will be notified on the employee’s birthday, so that birthday wishes or acknowledgments can be shared. |
| DOB Notification | Employee Management | The subscriber/s will be notified when an employee’s birthday is approaching within a specified number of days, so that prior arrangements or acknowledgments can be made. |
| Driving License Expiry Date | Employee Management | The subscriber/s will be notified when an employee’s driving license is due to expire within a specified number of days, so that renewal actions can be taken. |
| Employee Termination Reminder | Employee Management | The subscriber/s will be notified based on the configured timing before an employee’s termination date, so that required offboarding actions can be completed. |
| End of Employment Contract Notification | Employee Management | The subscriber/s will be notified when an employee’s employment contract is due to expire within a specified number of days, so that renewal or termination decisions can be made. |
| Goal Due Date Notification | Performance | The subscriber/s will be notified when assigned goals are approaching their due date while still incomplete, so that required actions can be taken to complete them. |
| Immigration Expiry Notification | Employee Management | The subscriber/s will be notified when an employee’s immigration details are due to expire within a specified number of days, so that necessary compliance actions can be taken. |
| Leave Approval Reminder | Leave | The subscriber/s will be notified when leave requests remain in a pending status, so that necessary approval or rejection actions can be taken. |
| Licenses Expiry Notification | Employee Management | The subscriber/s will be notified when employee licenses are due to expire within a specified number of days, so that renewal actions can be taken. |
| Memberships Expiry Notification | Employee Management | The subscriber/s will be notified when employee memberships are due to expire within a specified number of days, so that renewal actions can be taken. |
| Online Assessment Courses - Course Certificate Expiry Notification | Training | The subscriber/s will be notified when a course certification is due to expire within a specified number of days, so that renewal or re-certification actions can be taken. |
Online Assessment Courses - Course Due Notification
| Training | The subscriber/s will be notified when a course due date is approaching within a specified number of days, so that the course can be completed on time. |
| Online Assessment Courses - Course Overdue Notification | Training | The subscriber/s will be notified when a course has passed its due date, so that immediate action can be taken to complete the overdue course. |
| Probation End Date Notification | Employee Management | The subscriber/s will be notified when an employee’s probation period is approaching its end within a specified number of days, so that confirmation or extension decisions can be made. |
| Retirement Notification | Employee Management | The subscriber/s will be notified when an employee’s retirement date is approaching within a specified number of days, so that necessary arrangements can be made. |
Step 1 – Click the "Date Based" Tab in the Email Notification 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 to which he/she want to subscribe.
Step 3 - Click the "+" button in the subscriber screen (which is located towards the right-hand corner of the above screen). After clicking the "+" button, the following 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 a notification to the selected employees | Enable this option by clicking the checkbox so that the notifications are sent to the affected employees defined in the above-described field. |
| When to notify | The date for which 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.