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 | 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 a number 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 number 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 pending status. |
| Licenses Expiry Notification | Employees will receive an email notification when their driving license is approaching its expiration date. |
| 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. |
| Employee Termination Reminder | Once the 'when to notify' option is selected (e.g., 1 day before, 2 days before, etc.), the subscribers will receive notifications about the employee termination date accordingly. |
| Online Assessment Courses - Course Certificate Expiry Notification | The Subscribers will get a notification upon the course certification expiry within a particular number of days, and they should take the necessary steps. |
Online Assessment Courses - Course Due Notification
| The Subscribers will get a notification to inform the course due date within a particular number of days, and they should take the necessary steps. |
| Online Assessment Courses - Course Overdue Notification | The system will trigger this notification to the subscribers to inform the course has expired. |
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 ‘Add’ button in the subscriber screen (which is located towards the right-hand corner of the above screen). After clicking the ‘Add’ 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.
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| Template | Select the email template for the subscriber. |
Step 5 – Click ‘Save.’ The subscribers are added to the subscriber list.