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 in 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. |
| Diary Note Email Templates | ||
| diary_note.follow_up.body | A reminder of the action required when a follow up is scheduled on a diary note. | Sent to the user selected to receive the follow up message on the date specified by the person who created the diary note. |
| Event Notification Email Templates | ||
| system.notifications.daily_email.body | Daily Summary Event Notification Method that will send a summary email with details of the event as configured in the Event Notification. | Sent to the event notification target at 9am in your timezone (configured in System Settings) 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 | ||
| 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 has been issued. Includes a link to the form. | Sent when a form is issued via a dashboard tile, workflow or pulse and has the respondent set as supervisor. |
| system.formIssued.direct.subject.body | Notification that a form has been issued. Includes a link to the form. | Sent when a form is issued via a dashboard tile, workflow or pulse and has the respondent type set as employee. |
| system.formIssued.direct.job.body | Notification that a form has been issued. Includes a link to the form. | Sent when a form is issued via a dashboard tile, workflow or pulse and has the respondent type set to always a specific person. |
| system.formIssued.emailAddress.job.body | Notification that a form has been issued. Includes a link to the form. The recipient will need to log into intelliHR to complete the form. | Sent when a form is issued via a dashboard tile, workflow or pulse and has the respondent type set to email address. |
| 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). |
| 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. |
| 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 allows them 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. |