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Which emails does Employment Hero send out to users?

James Nixon
Updated
EH Content Team

Want to know which emails you will receive from Employment Hero? We provide a detailed list of all automatic notifications, explaining what triggers them and who receives them. If you have not added a company email to your HR file, these notifications will be sent to your account email, typically your personal email address. For instructions on how to modify your email preferences with Employment Hero, please see this article. Additionally, for a concise list of emails that a payroll admin will receive, and to manage your organisation's payroll admin list, refer to the following article.

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
The 360 Review {360 Review Title} has been updated. Sending a reminder for a review that has been updated Company email of the reviewers and subjects in a 360 review
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)

To provide you with a more streamlined and efficient benefits management experience, we've launched our new Benefits Management feature. Consequently, the Payroll Settings - Employee Benefits feature will be retired on July 3, 2025.

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's company email or employee account email if there is no company email
Your employee benefit has been updated. Updating an existing employee benefit Employee's company email or employee account email if there is no company email
You company benefits name has been changed. Updating a company benefit Employee's 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's 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's company email
Benefits Management
Email Subject Triggered By Sent To
Organisation has assigned you a new benefit. Assigning or enabling a benefit to an employee Employee
Organisation has removed your benefit assignment Un-assigning or disabling or deleting a benefit Employee
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 new certifications. A daily digest of all certification assignments to an employee Employee's company email
You are required to review new certifications. A daily digest of all assignments of employee certifications that require approval Certification's pending approver(s)
Your certifications have been approved/declined. A daily digest of all approvals/rejections of assigned certifications to an employee Employee's company email
Certification reminders: expiring soon or expired A daily digest of all expiring/expired assigned certifications to an employee Employee's company email
Certification reminders: team members requiring action A daily digest of employees with assigned certifications that are expiring/expired Company email of specified receivers
Clock In/Clock Out (Hero Time Clock)
Email Subject Triggered By Sent To
Kiosk access granted. The employee has been granted Hero Time Clock kiosk access by their manager, with the email containing a temporary passcode needed to set up a new PIN. Employee's company email.
Time Clock access revoked. The employee's manager has revoked the employee's Time Clock access. Employee's company email.
Company Feed
Email Subject Triggered By Sent To
You have new posts on your Company Feed Sent once per day when there has been at least one new non-announcement post in the previous day and the employee has never logged into the HR mobile app before. Employee's company email.
New announcement from {organisation} Sent when an announcement has been posted to the Company Feed. Employee's company email.
Compensation
Email Screenshot Triggered By Delivery Sent To
スクリーンショット 2023-11-06 午後4.00.01.png 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.
スクリーンショット 2023-11-06 午後4.07.59.png Recommender having their compensation recommendation declined Email and a bell notification in platform. Recommender email.
スクリーンショット 2023-11-06 午後4.12.01.png Having outstanding recommendations to approve and/or decline. Email and a bell notification in platform. Affected admin and Manager's 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's company email
Employee birthday reminder Triggered when employee birthdays are within the defined time period. Company email of configured recipients
Employee probation period reminder Triggered when employee probation end dates are within the defined time period. Company email of configured recipients
Employee work anniversary reminder Triggered when employee work anniversaries are within the defined time period. Company email of configured recipients
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's company email**
{Company} has indicated you have a new employee to manage New primary and secondary manager assigned to an employee The newly-assigned manager's email address

*Policies, Induction Content, HR Documents and Certifications

Exit interviews
Email subject Triggered when Sent To.
Exit interview survey request. Publish an exit interview. Employee's 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 manager work email. Or secondary manager if primary is on leave.
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's company email.
Fixed term contracts
Email Subject. Triggered By. Sent To.
Fixed term contract expiring soon. To an employee with a fixed-term contract end date that is 4 weeks away. 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 account 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.
Your form submission has been {approved/denied}. This email notification will be sent to an employee when the form they submitted has been approved or declined. Company 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's 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's company email.
Your goal has been updated. Edit a goal or key result. Key result owner/s and collaborators. Employee's company email.
Your goal has been deleted. Deleting a goal.  Objective owner, key result owner, and collaborators.  Employee's company email.
Your key result has been deleted. Deleting a key result.  Objective owner, key result owner, and collaborators. Employee's 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's company email.  
{Actor} has commented on your goal. When an employee leaves a comment on a goal. Objective owner  Employee's company email.   
{Actor} has mentioned you in a goal.  When an employee mentions a name in a status update or comment.  Mentioned user.  Employee's 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.
{Employee} has sent you a {Document}. When an HR document, that doesn’t require an employee’s signature, is added to their profile. Employee's company email.
Your signature is required for {document}. A document assigned to an employee that requires the employee's signature. Employee's company email.
Document requires your signature. When an HR document requires a signature from an authorised signatory before it can be sent to the employee. Signatory company email.
Your {Document} has been finalised with {Organisation} When an HR document has been signed by the employee. Recipient / sender company email.
Acknowledgement confirmation for {document} A document signed by an employee. Employee's account email.
Acknowledgement confirmation for {document} A document signed by an employee. Employee's manager.
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
  1. Health and Safety contact
  2. Based on the affected person:
  • Employee: That employee's manager (Primary + Secondary)
  • Contractor: The owner of the HR organisation
  • Third-party: All admins
New Health and Safety contact Creation of a Health and Safety contact Health and Safety contact
Induction
Email Subject. Triggered By. Sent To.
You are required to acknowledge induction content. Sent once per day when an employee has been assigned one or more required induction content items. Employee’s company email
Learning
Email Subject. Triggered By. Sent To.
You have been assigned to {course_name}. Sync data from third party Employee's company email or member email.
You have been enrolled into {course_name}. Sync data from third party Employee's 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.
Reminder - employees have {Course Name} course due soon Your direct reports have assigned learning courses that are due soon. Manager's company email.
Reminder - employees have {Course Name} course now overdue Your direct reports have overdue assigned learning courses. Manager's company email.
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's company email.
A new leave request has been submitted by your manager. A manager submits a leave request for an employee. Employee's company email.
A leave request from {employee} has been updated An employee edits their leave request. Manager's company email.
Your leave request has been approved/declined. A manager updates an employee's leave request. Employee's 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's account email.
Reset password instructions. Request to reset password. Requester's account email.
Manager Assignment
Email Subject. Triggered By. Sent To.
You are now the manager of {employee}. Assigning a new manager to an employee. New manager's company email.
Onboarding
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.

Primary and Secondary Managers' company emails.
Payroll admin.
Onboarder. (only if they have admin/owner permissions)*

*Note: The onboarding completion email is only sent to the onboarder if they have admin or owner user permissions. If they only have Permissions, the email will not be sent to the onboarder.

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 employee 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 Manager/Recruiter who started the offboarding.
Offer
Email Subject. Triggered By. Sent To.
Offer from {company}. An employee has received an offer from the company. Candidate.
One on ones (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 Invitee's company email
You have an upcoming 1:1 session with {first name} {last name} When creating a new recurring 1:1 session Invitee's 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 Invitee's company email
Your upcoming 1:1 session with {first name} {last name} has been completed Completion of a 1:1 session Invitee's 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.
New employment documents have been added to your account. Sent once per day when at least one employment document has been assigned to the employee in the previous calendar day. Employee's company email.
Acknowledgement confirmation for employment documents. Sent once per day when at least one employment document has been acknowledged by the employee in the previous calendar day. 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.
Recruitment
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 Employment Hero 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 Employment Hero 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
Daily summary of candidate stage updates A daily summary of all candidates manually moved by recruiters/hiring managers 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's 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 When recruiters, hiring managers, or collaborators add a note to a candidate's application and use @ to 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's 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
Daily summary of pending candidate applications A daily summary of candidates who have applied a few days ago and have not been contacted yet Recruiter and hiring Manager's company email
Requisitions
Email Subject Triggered By Sent To
Review employee requisition Creating a new employee requisition that requires approval Requisition’s pending approvers
A requisition has been cancelled

 

When an employee requisition that needs your approval is cancelled

 

 Requisition’s pending approvers
Your requisition has been approved When your employee requisition has been approved by approvers Employee requisition requester
Your requisition has been declined

 

When your employee requisition has been declined by approvers

 

 Employee requisition requester
Your requisition has been cancelled When your employee requisition has been cancelled Employee requisition requester
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's company email.
You have been removed from the review {review name}. Removing an employee from a review. Employee's company email.
{Reviewer name} has published responses for the performance review called {review} A published response from a reviewer.  Employee's company email.
The performance review {review name} has been updated. A reviewer updates a review period.  Employee's company email and Manager's company email.
Reward and recognition
Email Subject. Triggered By. Sent To.
 A new recognition is pending your review.

Daily at 4 PM – sends if there are any recognitions pending review from the last 24 hours.

Note: To reduce email fatigue, we’ve changed this email so it now sends once daily at 4 PM local time and lists all pending recognitions from the past 24 hours. Previously, an email was sent immediately after each recognition submission. 

 Approver's company email. 
Your Recognition for {nominee} has been updated. Sent to employees upon approving or declining recognition. Employee's company email. 
You have been recognised. Upon approval of the recognition.   Employee's company email. 
Roster
Email Subject. Triggered By. Sent To.
New shifts assigned at {organisation} A manager publishes an employee's shift Employee's company email
Shift update for {organisation} A manager unpublishes an employee's shift Employee's company email
New shifts assigned at {organisation}

A manager publishes an employee’s shift and it is awaiting confirmation

 Employee's company email
Shift declined

An employee declines an assigned shift

 Admin's company email
Shift swap completed

An employee swaps shifts with another employee

 Admin's company email
Open shift(s) still available at {organisation}

No employee has claimed an open shift

 Employee's 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's 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's company email.
A timesheet entry from {employee} has been updated and is awaiting your review. An employee edits a timesheet. Manager's company email.
Your timesheet entry has been approved/declined. A manager updates an employee timesheet. Employee's company email.
Timesheets are awaiting your review Employee submits a timesheet that has not been reviewed.  Primary and secondary Manager's company email
An approved timesheet has been deleted. The deletion of an approved timesheet. Payroll admin.
Uploaded Documents
Email Subject. Triggered By. Sent To.
Your organisation has new uploaded documents. Sent once per day when at least one employment document has been uploaded by a non-admin user. This is now a once-a-day digest or summary email. Admin's company email.
Work Eligibility
Email Subject. Triggered By. Sent To.
An employee has updated their work eligibility details. Updating an employee's work eligibility. Payroll admin.

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