Emails the Employment Hero platform sends out to users

James Nixon

Updated 03 October 2024 07:29

EH Content Team

On the Employment Hero HR platform, there are several email notifications that will automatically trigger, based on actions undertaken by either the platform or the user. We have listed these notifications below, including the email subject, who the platform delivers the message to, and what trigger causes the email to go from the platform.

For employees who do not have a company email populated within their HR File, and an email is triggered to the company email, this email will instead be sent to the employee’s account email. In most cases, this will be their personal email.

Important

Whilst free accounts will receive emails regarding the relevant modules and functions available to them in the platform, they cannot customise what notifications they receive. To see a concise list of emails a payroll admin will receive as well as to manage your organisation's payroll admin list, refer to the following article. Primary and secondary managers will receive the emails.

List of emails sent from the HR platform

360 Reviews

Email Subject	Triggered By	Sent To
360 Review {360 Review Title}: you’re invited to complete your Self Review	Assigning an employee as the subject of a 360 Review	Company email of the subjects in a 360 review
360 Review {360 Review Title}: you’re invited to complete a Peer Review	Assigning an employee as a reviewer of a 360 Review	Company email of the reviewers of a subject in a 360 review
Reminder: complete your Self Review for the 360 Review {360 Review Title}	Sending a reminder for an incomplete self-review	Company email of the subjects in a 360 review
Reminder: complete a Peer Review for the 360 Review {360 Review Title}	Sending a reminder for an incomplete peer review	Company email of the reviewers of a subject in a 360 review

Applicant Tracking System (ATS)

Email Subject	Triggered By	Sent To
Activate your job seeker profile.	Candidate has not verified their email and applies to an advert posted via the ATS.	Candidate email
Activate your job seeker profile.	Candidate signs up for a Job Seeker Account on EH Job Board.	Candidate's email
You applied for {Job Title} at {Company}.	Candidate has an account/already verified their email and applies for a role directly on Swag Jobs platform.	Candidate's email
You have a new application for {Job Title}.	Candidate has an account/already verified their email and applies for a role directly on Swag Jobs platform.	Recruiter company email
You applied for {Job Title} at {Company}.	Candidate has an account/already verified their email and applies for a role indirectly on SEEK/Idibu.	Candidate's email
You have a new application for {Job Title}.	Candidate has an account/already verified their email and applies for a role indirectly on SEEK/Idibu.	Recruiter company email
Application withdrawn for {Job title}.	Candidate withdraws an application on the Job Seeker Portal.	Candidate's email
Candidate withdrew application for {Job title}.	Candidate withdraws an application for a role	Recruiter company email
{Job title} could not be posted to {Job Board}.	A job post has failed.	Recruiter company email
You have been added as a hiring manager for {Job title}	Adding a new hiring manager.	New hiring manager's email
{candidate_fullname} has moved to {new_stage} stage.	A recruiter/hiring manager manually moved a candidate to another stage.	Recruiter, hiring manager, and collaborator company email
A new candidate has applied for {role}.	Candidate has an account and has already verified their email, and then applies for a role directly.	Recruiter, hiring manager, and collaborator company email
Candidate has withdrawn: {role}.	Candidate withdraws an application for a role.	Recruiter and hiring manager company email
{Recruiter name} has invited you to collaborate in the hiring of the {job_rolename} role.	When you add a collaborator to a job role.	Collaborator
Job post expiring soon:{role_name}	When a job advert expires in five days.	Recruiter company email
Failed job post on {jobboard_name}	When a job fails to post.	Recruiter company email
{name} Mentioned you in {name's} application	Recruiters, hiring managers, and collaborators can mention other team members involved with the role	Mentioned users will receive a notification: Recruiters, hiring managers, and collaborators will receive one to their company email.
New reply from {candidate name}	When a candidate responds to the email.	Recruiter and hiring manager company email
You have a new appointment request from {candidate name}	When an applicant books a time to speak.	Recruiter, hiring manager, and collaborator company email
Pending candidate application	Reminder that someone has applied a few days ago and you have not contacted them yet.	Recruiter and hiring manager company email

Asset Register

Email Subject	Triggered By	Sent To
You have been assigned an asset.	An instance of an employer assigning an asset to employee/contractor and has chosen to send email	Employee/Contractor's company email

Banking Details

Email Subject	Triggered By	Sent To
Bank details updated	An employee, admin and/or owner creating, updating, and/or deleting the bank account information stored within the personnel file	Payroll Admin and affected employees account email
Bank details completed	Completing the onboarding workflow, specifically the Employee's Personal Details step	Payroll Admin
There are more than 3 bank accounts.	A user having more than three bank accounts within their personnel file	Payroll Admin

Benefits (Allowances)

Email Subject	Triggered By	Sent To
Payroll benefit was created.	Creating a benefit	Payroll admin
Payroll benefit was assigned to an employee.	Assigning a benefit to an employee	Payroll admin
Payroll benefit was updated for employee.	Updating an existing employee benefit	Payroll admin
Payroll benefit was deleted for an employee.	Deleting an existing employee benefit	Payroll admin
Employee benefit has been assigned to you.	Assigning a benefit to an employee	Employee company email or employee account email if there is no company email
Your employee benefit has been updated.	Updating an existing employee benefit	Employee company email or employee account email if there is no company email
You company benefits name has been changed.	Updating a company benefit	Employee company email or employee account email if there is no company email
Payroll benefit has changed.	Updating a company benefit	Payroll admin
Your benefit is due to expire.	An employee benefit has reached its due date.	Employee company email or employee account email if there is no company email
An employee's benefit is due to expire.	An employee benefit has reached its due date.	Manager company email

Billing

Email Subject	Triggered By	Sent To
Employment Hero subscription {date}.	End of billing month.	Assigned invoice recipients.

Business Portal

Email Subject	Triggered By	Sent To
Get started with your new Employment Hero Business Account.	Creating a business account	Business account owner
{business account name} has invited you to join Employment Hero.	Adding a Business Account Admin into a Business Account	Business account admin
Your Employment Hero organisation has been offboarded from {business account name}.	Offboarding an organisation	Owner and Admin of the organisation, or any person nominated to receive the email (via the off-boarding form)
Your Employment Hero subscription has been cancelled.	The cancellation of an organisation's subscription because of someone offboard the organisation from a Business Account	Owners of the organisation, or any nominees (Via the off-boarding form)

Certifications

Email Subject	Triggered By	Sent To
You are required to obtain a certification.	Assigning an employee a certification	Employee company email
You are required to review an employee's certification.	Assigning an employee a certification that requires their manager's approval	Manager company email
Your certification has been approved/declined.	Approving or declining a certification assigned to an employee	Employee company email
Your certification is no longer required.	A certification assigned to an employee is no longer required.	Employee company email
Your certification will expire soon.	A certification assigned to an employee expires in a week.	Company email of specified receivers
Your certification has now expired.	The certification has expired.	Company email of specified receivers

Company Feed

Email Subject	Triggered By	Sent To
New post from {organisation name}.	Posting of an announcement or shout out to the company feed and the employee has never logged into the HR mobile app before.	Employee company email.

Compensation

Triggered By	Delivery	Sent To
An instance of a recommender having had a new compensation cycle start, and they ‌need to give their recommendations	Email and a bell notification in platform.	Recommender email.
Recommender having their compensation recommendation declined	Email and a bell notification in platform.	Recommender email.
Having outstanding recommendations to approve and/or decline.	Email and a bell notification in platform.	Affected admin and manager company email

CSV file import

Email subject	Triggered when	Sent to
Import Employee CSV file finished	The CSV file uploaded by the user has finished processing.	The company email of the user who uploaded the file

Custom surveys

Email subject	Triggered when	Sent to
{Company} has issued a new survey.	An admin publishes or reopens a survey.	The employee's company email

Employee reminders

Email subject	Triggered by	Sent to
A new document has been added to your account	A user manually clicking the Remind button in a compliance report	Employee company email
Employee birthday reminder	Upcoming employee birthday	Company email of specified receivers
Employee probation period reminder	Employee probation period is ending.	Company email of specified receivers
Employee work anniversary reminder	Upcoming employee work anniversary	Company email of specified receivers
Reminder to acknowledge your employment documents	Employees have not acknowledged all necessary documents. This automatically triggers every 7 days that the employee has not acknowledged these documents.*	Employee company email

*Policies, Induction Content, HR Documents and Certifications

Exit interviews

Email subject	Triggered when	Sent To.
Exit interview survey request.	Publish an exit interview.	Employee company email.

Expenses

Email subject	Triggered when	Sent To.
An expense claim has been submitted to you for review.	When an employee submits an expense claim.	Primary and secondary manager work email.
Your expense claim has been approved.	Manager/Admin/Owner approving an expense claim.	Employee work email.
Your expense claim has been declined.	Manager/Admin/Owner declining an expense claim.	Employee work email.
You have received a comment on your expense claim.	Manager/Admin/Owner commenting on an expense claim.	Employee work email.
Your expense claim has been paid.	Manager/Admin/Owner marking a claim as paid.	Employee work email.

Feedback

Email Subject.	Triggered By.	Sent To.
You have received some feedback.	To the employee that received the feedback	Employee's company email.
A reporting employee has received some feedback.	To the manager of the employee that received the feedback	Managers company email.
New feedback comment from {first name} {last name}.	Adding a new comment to an existing piece of feedback.	Employee and manager company email.

Fixed term contracts

Email Subject.	Triggered By.	Sent To.
Fixed term contract expiring soon.	An employee with a fixed-term contract end date will expire in 30 days from today.	Admin email.

Forms

Email Subject.	Triggered By.	Sent To.
[Company] has invited you to complete a form.	When a form is Active, and the start date equals current date	Employee company email.
A response has been submitted for your form.	Notification setting in form: when each recipient responds, this email will be sent as each submission is completed.	Admin email.
All responses have been submitted for your form.	Notification setting in form: when all recipients have responded, this email will sent when the form status is updated to Completed.	Admin email.

Goals

Important

Please note that these emails do not notify the actor (which is the active employee making the changes) if they do not fall into the relevant notification roles.

Email Subject.	Triggered By.	Role Notified.	Sent To.
You have been assigned a new goal.	Assigning an employee as an owner of a goal(objective).	Objective Owner.	Employee company email.
You have been assigned a new shared goal.	Assigning an employee as an owner and/or collaborator with a key result.	Key result owner/s and key result collaborators.	Employee company email.
Your goal has been updated.	Edit a goal or key result.	Key result owner/s and collaborators.	Employee company email.
Your goal has been deleted.	Deleting a goal.	Objective owner, key result owner, and collaborators.	Employee company email.
Your key result has been deleted.	Deleting a key result.	Objective owner, key result owner, and collaborators.	Employee company email.
{Actor} has checked in on one of your goals.	When a goal or key result has a status update.	Objective owner, key result owner, and collaborators.	Employee company email.
{Actor} has commented on your goal.	When an employee leaves a comment on a goal.	Objective owner	Employee company email.
{Actor} has mentioned you in a goal.	When an employee mentions a name in a status update or comment.	Mentioned user.	Employee company email.

Happiness survey

Email Subject.	Triggered By.	Sent To.
Happiness survey - {Company} needs your feedback.	The employee happiness survey	Employee's company email
Happiness survey - Action required on your happiness survey for {Company}.	When there is 1 day left before the happiness survey ends and the employee has not yet responded.	Employee's company email.
An employer has commented on Happiness Survey thread.	When an employer comments on an employee's anonymous Happiness Survey feedback.	Employee's account email.
An anonymous employee has commented on Happiness Survey thread.	When an employee comments on their Happiness Survey feedback loop.	Admin and owner's account email.

Hero points

Email Subject.	Triggered By.	Sent To.
Invoice for your Hero points purchase.	An admin purchases Hero Points	Admin email
Congratulations on your work anniversary!	Employee’s work anniversary date (If organisation has Reward settings turned on for work anniversaries)	Employee’s account email
Happy Birthday!	Employee’s birthday (If organisation has Reward settings turned on for birthdays)	Employee’s account email.
Please top-up your Hero Points for [Organisation name]	Failed payment of Hero Points for an employee milestone due to insufficient funds.	Admin email.

HR Documents

Email Subject.	Triggered By.	Sent To.
A new document has been added to your account.	A document assigned to an employee.	Employee company email.
Your signature is required for {document}.	A document assigned to an employee that requires the employee's signature.	Employee company email.
Your signature is required for {document}.	A document requires a signatory's signature.	Signatory company email.
Your {document} has been finalised with {company}.	A document signed by all parties.	Recipient / sender company email.
Acknowledgement confirmation for {document}	A document signed by an employee.	Employee's account email.

Incidents

Email Subject.	Triggered By.	Sent To.
A new incident has been reported at {company}.	An employee reported an incident.	Affected employee's manager.
New incident report.	An employee reported an incident.	Worksafe authority.
New worksafe authority.	Creation of a worksafe authority.	Worksafe authority.

Learning

Email Subject.	Triggered By.	Sent To.
You have been assigned to {course_name}.	Sync data from third party	Employee company email or member email.
You have been enrolled into {course_name}.	Sync data from third party	Employee company email or member email.
Here is your Monthly Course Summary for {Month}	You have been assigned learning during that month or learning previously assigned is in progress.	Email connected to the users Go1 account.

Leave requests

Email Subject.	Triggered By.	Sent To.
A new leave request from {employee} is awaiting your review.	An employee submits a new leave request.	Manager company email.
A new leave request has been submitted by your manager.	A manager submits a leave request for an employee.	Employee company email.
A leave request from {employee} has been updated	An employee edits their leave request.	Manager company email.
Your leave request has been approved/declined.	A manager updates an employee's leave request.	Employee company email.
{Employee} has deleted a leave request.	The deletion of an approved leave request.	Payroll admin.
{Admin} has updated a leave request.	The denial of an approved leave request.	Payroll admin.
{Employee} has submitted a negative leave request.	An employee submits a negative leave request.	Payroll admin.

Login

Email Subject.	Triggered By.	Sent To.
Welcome to Employment Hero.	Setting up an Employment Hero account.	Requester account email.
Reset password instructions.	Request to reset password.	Requester account email.

On-boarding

Email Subject.	Triggered By.	Sent To.
A new employee has been assigned to {company}.	Adding an employee to the company.	Payroll admin.
{Employer} has invited you to join Employment Hero.	An admin/owner on-boards a new employee.	Employee account email.
Don't delay your pay and complete your onboarding process	An employee has not completed onboarding.	Employee account email.
{Employee} has completed their onboarding setup.	Employee has completed their on-boarding.	Manager Company email Payroll admin On-boarder.

Helpful Hint

The on-boarder is the individual that started the on-boarding process. This individual could be a user with the role of an admin or owner, or it could also be an employee who has the on-boarding security group assigned to them.

Offboarding

Email Subject.	Triggered By.	Sent To.
An employee of {company} has been off-boarded.	An employee has been off-board from the company.	Payroll admin.
Reminder to create a backfill role for an offboarding employe	Two weeks before the termination day, if the termination day is more than two weeks away. Or if the termination day is in less than two weeks, 12 hours after logging the termination.	Hiring Manger/Recruiter who started the offboarding.

One on one's (1:1)

Email Subject.	Triggered By.	Sent To.
{first name} {last name} has invited you to a 1:1.	When you first invite someone to a 1:1.	Company email.
You have an upcoming 1:1 session with {first name} {last name}.	When creating a new recurring 1:1 session.	Company email.
Your upcoming 1:1 session with {first name} {last name} is tomorrow.	Reminder one day before the day of the 1:1 session	Company email.
Your upcoming 1:1 session with {first name} {last name} has been completed.	Completion of a 1:1 session.	Invitee company email.

Pay Details

Email Subject.	Triggered By.	Sent To.
An employee's pay details have been updated.	Updating an employee's pay.	Payroll admin.

Payslips

Email Subject.	Triggered By.	Sent To.
Your pay slip for pay period ending {date} is now available.	A new payslip is available.	Employee's account email.

Payment summaries

Email Subject.	Triggered By	Sent To
Your payment summary is available on Employment Hero.	A new payment summary is available.	Employee's account email.

Policies

Email Subject.	Triggered By.	Sent To.
A new document has been added to your account.	A policy assigned to an employee.	Employee company email.
Acknowledgement confirmation for {policy name}.	When the employee acknowledges a policy.	Employee's account email.

Re-activating an employee

Email Subject.	Triggered By.	Sent To.
A member of {employee's employing entity} has been re-activated.	When you re-activate an employee.	Payroll admin.

Reviews

Email Subject.	Triggered By.	Sent To.
You have been added to review {review name}.	A reviewer adds an employee to a review period.	The company email of the person being reviewed.
You have {days} days left to complete the review {review name}.	The platform sends a reminder out to the employee and manager to complete the review.	The company email of the person being reviewed.
A reporting employee has been removed from the review {review name}.	Removing a direct report of a manager from a review.	Manager company email.
You have been removed from the review {review name}.	Removing an employee from a review.	Employee company email.
{Reviewer name} has published responses for the performance review called {review}	A published response from a reviewer.	Employee company email.
The performance review {review name} has been updated.	A reviewer updates a review period.	Employee company email and manager company email.

Reward and recognition

Email Subject.	Triggered By.	Sent To.
A new recognition is pending your review.	When submitting a recognition for review.	Approver company email.
Your Recognition for {nominee} has been updated.	Sent to employees upon approving or declining recognition.	Employee company email.
You have been recognised.	Upon approval of the recognition.	Employee company email.

Salary History

Email Subject.	Triggered By.	Sent To.
{Employee} has updated their job details.	Updating an employee’s employment history.	Payroll admin.

Scheduled tasks

Email Subject.	Triggered By.	Sent To.
You have been assigned a new scheduled task.	Assigning a task via the Assigned Date field.	Assignee company email.
A scheduled task has been updated	Updating a task.	Assignee company email.
A scheduled task has been completed.	Completing a task.	Company email of the individual that assigned the task.
A scheduled task has been declined.	Declining a task.	Company email of the individual that assigned the task.
A scheduled task has been deleted.	Deleting a task.	Assignee company email.
Your scheduled task is due soon.	A task reached its due date.	Assignee company email.
Your scheduled task is overdue.	A task is overdue.	Assignee company email.

Super

Email Subject.	Triggered By.	Sent To.
An employee has updated their super fund information.	Editing an employee's superannuation details.	Payroll admin.
{Employee} has not selected a super fund.	An employee not selecting a super fund.	Manager company email.

Tax Declaration

Email Subject.	Triggered By.	Sent To.
{Employee} tax declaration has been updated.	Updating an employee's tax details.	Payroll admin.

Timesheets

Email Subject.	Triggered By.	Sent To.
A new timesheet from {employee} is awaiting your review.	An employee submits a new timesheet.	Primary and Secondary Manager company email.
A timesheet entry from {employee} has been updated and is awaiting your review.	An employee edits a timesheet.	Manager company email.
Your timesheet entry has been approved/declined.	A manager updates an employee timesheet.	Employee company email.
An approved timesheet has been deleted.	The deletion of an approved timesheet.	Payroll admin.

Work Eligibility

Email Subject.	Triggered By.	Sent To.
An employee has updated their work eligibility details.	Updating an employee's work eligibility.	Payroll admin.

Explore related content

How do I manage my notification settings? | HR Platform This feature provides you with the ability to activate or deactivate the email notifications that come from the HR platform
Notification frequency settings | HR Web Platform This feature provides you with the option of setting whether you receive your platform emails daily or weekly.

Emails the Employment Hero platform sends out to users

Important

List of emails sent from the HR platform

Important

Helpful Hint

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Payroll only customers

Important

List of emails sent from the HR platform

Important

Helpful Hint

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