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.
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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| Employee Termination Reminder | HR Administration | 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. |
| 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. |
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 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.