OrangeHRM sends two different welcome emails to new hires, and each one is controlled in a different place. The Employee Welcome Email is a scheduled notification that you can switch on or off under Email Notifications. The preboarding email that invites a new hire to complete their onboarding forms is called Initiate Onboarding for New Hire (formerly the Preboarding Welcome Email). It has no on/off switch and is sent only when preboarding is started for that new hire.
How it works
- Employee Welcome Email (Scheduled tab, Onboarding module): when enabled, it runs on its schedule and welcomes employees whose joined date is today or within the next 14 days. It goes to the new employee, and you can also send it to other subscribers. It is turned off by default.
- Initiate Onboarding for New Hire (Action-based tab, Onboarding module): sent when preboarding is started for the new hire. This happens either when you click Save on the Welcome New Hire to the Team tab of the candidate's preboarding stage, or automatically when you add an employee with preboarding initiation turned on in the add-employee wizard.
How to turn the Employee Welcome Email on or off
Step 1 - Go to HR Administration > Configuration > Email Notifications.
Step 2 - Click the Scheduled tab.
Step 3 - Find Employee Welcome Email and use its switch to turn it on (orange) or off.
To review who receives it, click the notification. To add recipients, click +, choose the subscribers, a Template and whether they go in To or Cc, and then click Save.
To avoid sending the preboarding email to a particular new hire, don't start preboarding for them.
Things to note
- Only system administrators can access the Email Notifications configuration.
- Turning the Employee Welcome Email back on doesn't resend it to employees whose joined date passed while it was off. It only picks up employees whose joined date is today or later, within the 14-day window.
- Emails can only be delivered if the new hire has a valid email address on their profile.
- You can change the wording of either email by editing its template from the notification.