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    How to check the recipient list and who receives OrangeHRM email notifications

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    OrangeHRM Administrator
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    Turning on an email notification does not send it to every employee. Each notification goes only to the subscribers listed for it. That list includes the notification's built-in default recipients, such as the affected employee, their supervisor or the hiring manager, plus anyone your admin has added. To see who will receive a notification, open its subscriber list under HR Administration > Configuration > Email Notifications.

    How it works

    Notifications are grouped into tabs: Action Based, Date Based, Scheduled, Other and Manual. Every notification has its own subscriber list. A notification is sent only when it is enabled and at least one subscriber on its list qualifies. Who receives the email depends on the type of subscriber:

    • Default subscribers are built into each notification and cannot be deleted. They depend on the notification. For example, Leave Applications goes to the employee's supervisor, and Candidate Shortlisted goes to the hiring manager and event manager. The help article for each notification tab lists who each notification goes to.
    • Employees: the specific people you name.
    • Supervisor Roles: the supervisors of the employee the notification is about. For each subscriber, you can choose immediate supervisors only or the entire supervisor chain.
    • Admin Roles: users who have the selected admin role. If a role is limited to certain locations, only the admins for the employee's location receive it.
    • ESS Roles: the employee the notification is about, not every ESS user.
    • Email Addresses: any address you enter, including external approvers or third parties.

    For each subscriber, you can choose whether they are in the To or CC line. You can also exclude specific employees from a role-based subscription.

    How to check who receives a notification

    Step 1 - Go to HR Administration > Configuration > Email Notifications.

    Step 2 - Open the tab for the notification type, for example Action Based or Date Based.

    Step 3 - Make sure the notification's toggle is enabled.

    Step 4 - Click the subscribers icon for the notification. The list shows every default and added subscriber, along with its type and whether it is To or CC.

    Step 5 - Click the edit icon on a subscriber to see its settings. These include the supervisor scope, excluded employees and, for date-based notifications, Notify when the affected employee is, which limits the notification to one employee or all employees.

    Step 6 - For action-based notifications, check the workflow action scenarios. Each one has a Notify checkbox. A scenario that is not ticked does not send an email.

    Things to note

    • Only Admin users can view or change email notification settings.
    • Employee recipients need an email address on their profile. The work email is used first, then the other email. Employees with no email address are skipped.
    • Employees who are terminated, or whose user account is disabled or deleted, do not receive notifications, even if they are on the subscriber list.

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