To keep up to date with everything happening within your intelliHR platform, we have created email templates that will be sent following different events. The following table gives a brief overview of the email contents and when it will be sent to you or your team.
| Email Template Name | Email Contents | When is it Sent? |
| Analytics Email Templates | ||
| analytics.insight.digest.email.body | The Insight Digest summarises important HR metrics and analytics insights into a comprehensive weekly email digest format delivered to recipients every Monday at 9 am AEST. | Every Monday at 9 am AEST if configured. |
| Contracts Email Templates | ||
| contract.signature_request.body | Link to contract for the recipient to approve and sign. | Sent to the contract signers when it is their turn to sign. |
| contract.rejected.body | Notification that a signer has rejected the contract. | Sent to all previous signers if a signing order is enforced or all signers if no signing order is enforced. |
| contract.completed.body | Notification that all signatures have been completed with a link to the contract. | Sent to all contract signers and viewers once all signatures have been completed. |
| Contractor Email Templates | ||
| system.job.contractor.notification.end_of_job .body | Notification of contractor end date approaching | Sent 14 days before the contractor’s end date |
| Diary Note Email Templates | ||
| diary_note.follow_up.body | A reminder of the action required as a follow up to a diary note | Sent to the user selected to receive the follow up message and, on the date, specified by the person who made the diary note on an employee’s record |
| Event Notification Email Templates | ||
| system.notifications.daily_email.body | Daily Summary Event Notification Method that will send a summary email to notification targets at 9am daily if there are any updates/events/notifications from the previous day. | Sent at 9am in your tenant configured timezone if any 9am daily (based on the platform's selected timezone) if there are any updates from the previous day. |
| system.notifications.immediate_email.body | Immediate Event Notification Method that will send an email directly to the notification targets as soon as the notification event occurs. | Sent immediately based on configured event. |
| Goal Email Templates | ||
| system.goal.comment.outsiderToOwner Supervisor.email.body | Notification of a comment made on a goal by somebody other than the subject and the supervisor sent to the goal owner. | Sent at the time the comment is made on the goal. |
| system.goal.comment.fromOwnerTo Supervisor.email.body | Notification of a comment made on a goal by the subject of the goal sent to the supervisor. | Sent at the time the comment is made on the goal. |
| system.goal.comment.toOwner.email.body | Notification of a comment made on the goal by someone, other than the subject of the goal sent to the Goal Owner. | Sent at the time the comment is made on the goal. |
| system.goal.dueDateReminder.email.body | Notification sent to employee 7 days before goal due date containing link to the goal. | Sent 7 days before the due date of the goal. |
| system.goal.created.bySupervisor.email. body | Notification that is sent to the employee informing them of a goal created for them by their manager. | Sent to the employee when a goal is created for them. |
| system.goal.dueDateReminder.supervisor. email.body | Notification sent to supervisor 7 days before goal due date containing a link to the goal. | Sent 7 days before the due date of the goal. |
| system.goal.resubmitted.byEmployee.email. body | Notification sent to the supervisor of changes or edits made to an existing goal by an employee including a link to the employee’s goals tab. | Sent to the supervisor when an employee edits an existing goal. |
| system.goal.created.byEmployee.email.body | Notification sent to the supervisor of goal creation by their direct report with a link to view and approve the goal. | Sent to the supervisor when an employee creates a goal on their profile |
| system.goal.cascadable.notification.email. body | Notification that a goal has been cascaded to the employee by their supervisor with a link to their own goals tab to create an aligned goal | Sent at the time when a goal that has been marked to cascade is approved. |
| system.goal.created.byEmployee.with AutoApproval.email.body | Notification to the manager of a goal created by the employee with a link to view the goal (no approval required). | Sent to the supervisor when an employee creates a goal, and the approval process has been turned off in system settings. |
| system.goal.approved.email.body | Notification to the goal owner that their goal has been approved by their supervisor | Sent to the employee upon goal approval |
| system.goal.declined.email.body | Notification that a goal has not been approved. Sent to the goal owner. | Sent at the time the goal is declined. |
| Performance Improvement Plan Email Templates | ||
| expectation.letter | Default performance letter generated during (under) performance management. | When a performance management issue is recorded on an employee profile and the performance issue status is Expectation Letter. |
| warning.1 | Default performance letter generated during (under) performance management. | When a performance management issue is recorded on an employee profile and the performance issue status is Warning 1. |
| warning.2 | Default performance letter generated during (under) performance management. | When a performance management issue is recorded on the employee profile and the performance issue status is Warning 2. |
| final.warning | Default performance letter generated during (under) performance management. | When a performance management issue is recorded on an employee profile and the performance issue status is Final Warning. |
| terminated.with.notice | Default performance letter generated during (under) performance management. | When a performance management issue is recorded on an employee profile and the performance issue status is Terminated with notice. |
| terminated.without.notice | Default performance letter generated during (under) performance management. | When a performance management issue is recorded on an employee profile and the performance issue status is Terminated without notice. |
| terminated.summarily | Default performance letter generated during (under) performance management. | When a performance management issue is recorded on an employee profile and the performance issue status is Terminated - summarily. |
| terminated.within.probation | Default performance letter generated during (under) performance management. | When a performance management issue is recorded on an employee profile and the performance issue status is Terminated - within probation. |
| resolved | Default performance letter generated during (under) performance management. | When a performance management issue is resolved via the employee’s profile. |
| Qualification Email Templates | ||
| qualification.set_group_as_mandatory .email.body | Notification to employees that a mandatory requirement group has been added to their profile which requires action (i.e. the employee to provide evidence of the qualifications) | When a mandatory requirement group is added to an employee’s profile. |
| qualification.entered_expiry_warning_ period.email.body | Notification to qualification owner of qualification expiry approaching. | Sent x amount of days before the qualification is due to expire (number of days controlled by qualification settings in your system). |
| qualification.commented_on.email.body | Notification to the qualification owner OR their supervisor of a comment made on the qualification. | Sent to the qualification owner or supervisor, depending on who commented (the notification will go to the other party) whenever a comment is made. |
| qualification.approved.email.body | Notification to qualification owner that the qualification record they submitted has been approved. | Sent to the qualification owner when the compliance manager has approved the qualification. |
| qualification.set_as_mandatory.email.body | Notification to the qualification owner (the person the qualification relates to) informing them a mandatory requirement has been added to their profile which requires action with a link to their qualification tab. | Sent to the qualification owner as soon as a mandatory requirement is set against the employee profile. |
| qualification.declined.email.body | Notification to the qualification owner if the submitted qualification is declined including any comments made when declined. | Sent to the qualification owner when a submitted qualification is declined. |
| Task Email Templates | ||
| task.completed.email.body | Contains the response to a form that the recipient is configured as a form recipient for in form settings. | When a form is completed, and the recipient is configured in form settings to receive a copy of the responses. |
| system.formIssued.escalation.email.body | Notification sent to supervisor of non-completion of a form sent to their direct report. | Sent x days after the issue date of the form if not complete (x days is configured in the form settings). |
| system.formIssued.direct.supervisor.body | Notification that a form instance has been issued to the employee in their role of supervisor. | Sent when a form has the respondent set as supervisor. |
| system.formIssued.direct.subject.body | Notification that a form instance has been sent to the employee to complete about themselves. | Sent when a form has the respondent type set as employee. |
| system.formIssued.direct.job.body | Notification to a user that a form instance has been sent to them for completion, template contains the name of the person the form is about. | Sent to an employee when the form is sent as part of a workflow and may be about a subject other than the person completing the form. |
| system.formIssued.reminder.email.body | Reminder notification sent to employee x days after issue if not completed. | Sent x days after the issue date of the form if not complete (x days is configured in the form settings). |
| system.formIssued.emailAddress.job.body | Notification that a form instance has been issued to an email address for completion. The recipient will need to log into intelliHR to complete the form. | Sent to an email address when a form is sent as part of a workflow. |
| task.edited.completion.recipient.email.body | Sent to person profile marked as Completion Recipient in form design settings when a task has been edited after its initial completion. | Sent at the time the task is edited. |
| task.edited.triggered.form.respondent.email .body | Sent to the respondent of all triggered forms (configured in Form Design Settings) that the triggering form has been edited. This gives them an opportunity to review and amend their response. | Sent at the time the task is edited. |
| Anonymous Forms Email Templates | ||
| system.anonymousForm.invitation.body | Notification to all anonymous pulse recipients with a link to the anonymous form. | Sent at anonymous pulse send date/time. |
| system.anonymousForm.reminder.body | Reminder to all anonymous pulse recipients that the cut off date is approaching with a link to the anonymous form. As responses are truly anonymous, all anonymous pulse recipients will receive this reminder regardless of completion status. | Sent at the Audience Reminder Period as configured in the Anonymous Form setting. |
| User Account Email Templates | ||
| system.user.welcomePreStart.email.body | Sent to a user when "Pre-onboarding access (limited)" is selected as their access type when their user account is configured. This email prompts the user to complete their pre-onboarding as prescribed by the administrator. | Sent at the time the user account is created. |
| system.user.preStartLoginCode.email.body | Contains the One Time Password Code for new users when "Pre-onboarding access (limited)" has been configured in their user account setup and they have followed the link in the Pre-Start Email. Ensures secure access without full access to intelliHR. | Sent once the user clicks the link in the "system.user.welcomePreStart.email.body" email. The code expires after 5 minutes. |
| system.user.welcomePasswordSet.email. body | Default welcome email sent to users with a link to set their own password | When a user account is created the option for the new user to set their own password is selected. |
| system.user.welcome.email.body | Default welcome email sent to users with a note to contact their supervisor for their password | When a user account is created the option for manually creating a password is selected. |
| system.user.passwordReset.email.body | An email to the user including a link to reset their password. | Sent when the employee clicks the forgotten password link and enters an email address exactly matching the primary email address on the system. |