intelliHR Email Templates

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To keep up to date with all that is 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 employees.

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Template Name	Email Contents	When is it Sent?
Analytics Insight Digest Email	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.
Mandatory Requirement Group Set Email	Notification to employee 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
Direct to Job Email	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
Goal Created By Employee With Auto-Approval Email	Notification to manager of goal created by 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
Form Completion Email	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
Mandatory Qualification Expiring Email	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)
Mandatory Qualification Set Email	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 Approved Email	Notification to qualification owner the qualification record they submitted has been approved	Sent to the qualification owner when the compliance manager has approved the qualification
Qualification Comment Made Email	Notification to qualification owner OR their supervisor of a comment made on the qualification.	Sent to the qualification owner or supervisor, depending on who made the comment (the notification will go to the other party) whenever a comment is made
Qualification Declined Email	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
User Welcome Email	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 create password is selected
User Welcome Password Set Email	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
User Password Reset Requested Email	Email including link to reset password for users.	Sent when the employee clicks the forgotten password link and enters an email address exactly matching the primary email address on the system.
Goal Due Date Reminder Email	Notification sent to employee 7 days prior to goal due date containing link to the goal	Sent 7 days prior to the due date of the goal
Goal Due Date Reminder for Supervisor Email	Notification sent to supervisor 7 days prior to goal due date containing link to the goal	Sent 7 days prior to the due date of the goal
Form Instance Escalation Email	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)
Form Instance Reminder Email	Reminder notification sent to employee x days after issuing if not completed.	Sent x days after the issue date of the form if not complete (x days is configured in the form settings)
Goal Comment Notification from Owner to Supervisor Email	Notification of 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
Goal Comment Notification from Outsider to Owner Supervisor Email	Notification of comment made on a goal by somebody other than the subject of the goal and the supervisor sent to the goal owner	Sent at the time the comment is made on the goal
Goal Comment Notification to Goal Owner Email	Notification of 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
Contractor End Of Job Supervisor Notification Email	Notification of contractor end date approaching	Sent 14 days prior to the contractor’s end date
Job Goal Cascadable Notification Email	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 point a goal which has been marked to cascade is approved
Goal Approved Email	Notification to the goal owner that their goal has been approved by their supervisor	Sent to the employee upon goal approval
Goal Created By Employee Email	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
Goal Created By Supervisor Email	Notification sent to employee informing them of a goal created for them by their manager	Sent to the employee when a goal is created for them
Job Goal Resubmitted By Employee Email	Notification sent to the supervisor of changes 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
Job Goal Min Reminder Email	Reminder that the number of goals held by the employee does not reach the minimum configured in the tenant settings	Scheduled to send every two weeks if the number of minimum goals is not met
Diary Note - Follow Up - Email	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
Direct to Employee Email	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
Direct to Supervisor Email	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
Expectation Letter	Default performance letter generated during (under) performance managements	When performance management issue is recorded on employee profile and performance issue status is Expectation Letter
Final Warning	Default performance letter generated during (under) performance managements	When performance management issue is recorded on employee profile and performance issue status is Final Warning
Resolved	Default performance letter generated during (under) performance managements	When performance management issue is resolved via the employee’s profile
Terminated - Summarily	Default performance letter generated during (under) performance managements	When performance management issue is recorded on employee profile and performance issue status is Terminated - summarily
Terminated - Within Probation	Default performance letter generated during (under) performance managements	When performance management issue is recorded on employee profile and performance issue status is Terminated - within probation
Terminated - Without Notice	Default performance letter generated during (under) performance managements	When performance management issue is recorded on employee profile and performance issue status is Terminated without notice
Warning 1	Default performance letter generated during (under) performance managements	When performance management issue is recorded on employee profile and performance issue status is Warning 1
Warning 2	Default performance letter generated during (under) performance managements	When performance management issue is recorded on employee profile and performance issue status is Warning 2
Template of User Disclaimer Acceptance page	User Disclaimer template available to employees at all times via the quick access menu in the top-right hand corner	Available via the quick access menu at all times.
Template of a Welcome Page for Employee	Default template containing an introduction to your company with accompanying introduction video employees without direct reports	Can be added as a link as part of the onboarding workflow
Template of a Welcome Page for Manager	Default template containing an introduction to your company with accompanying introduction video for leaders/managers.	Can be added as a link as part of the onboarding workflow