Event Notifications (formerly Global Notifications) use the same template structure as Email Templates in Humanforce HR. However, the available variables (also known as merge fields) are different.
This article explains what Event Notification variables are, how they work, and where to find the full indexed list of variables available for event-triggered notifications.
To learn how to configure or edit templates, refer to: Previewing and Editing Email Templates
What are variables (merge fields)?
Variables - also called merge fields - are dynamic placeholders that automatically populate with relevant data when an email notification is triggered.
They pull information related to:
The subject person (for example, the employee)
A supervisor
A respondent
The organisation
The specific event that triggered the notification
For example, a variable may insert:
A person’s first name
A job title
A start date
A form name
A link to a profile
These variables ensure event-based notifications are clear, contextual and personalised.
Important:
Variables used for Event Notifications are not compatible with standard Email Templates that are unrelated to event notifications.
Event Notification variables can only be used in the following system templates:
system.notifications.immediate_email.bodysystem.notifications.immediate_email.subject
Using these variables outside of these email templates will result in important emails failing to send.
Event notification variable resources
A comprehensive index of all available Event Notification variables is provided in an Excel reference sheet availble for download at the bottom of this article.
The spreadsheet includes:
Instructions for use
Categorised tabs based on event trigger type
A structured index of available variables
Each tab groups variables according to the event that triggers the notification.
Event categories included
The spreadsheet contains variable groupings for the following events:
Instructions
Links to Humanforce HR
Person Created
Person Updated
Person Birthday
Work Rights Expiry Upcoming
Job Created
Company Start Date Upcoming
Job Anniversary
Job Update Scheduled
Job Update Approval Required
Job Pending Update Required
Job End Date Finalised
Form Completed
Training Scheduled Completed
Qualification Expiry Date Upcoming
Qualification Approval Required
Onboarding Completed
Bank, Tax, Super Submitted
Each tab contains only the variables relevant to that specific trigger type. This ensures you use the correct merge fields when customising event-driven notifications.
Additional information
Variables are case-sensitive and must be inserted exactly as shown in the spreadsheet.
Some variables are only available when the corresponding event includes that data.
If a variable does not resolve in a test email, confirm that the data field is enabled in the event notification.
Ensure you are editing the correct system template (subject or body) when applying variables.
To learn more about configuring notifications, refer to: Overview: Event Notifications