How do I manage my organisation's email templates in the HR platform?

Available for the following HR plans: Premium, Platinum
Available for the following user access level: Admin   

As an organisation, you may have requirements where the platform generated emails need changing to meet your organisation and employee needs. Customising the messages the HR platform sends out to your Employment Hero users means you can have a consistent writing style between your internal emails and the emails sent from the HR platform.

This feature allows you to clone an existing HR platform email template, customise the content, and add in the required pre-filled variables. You can also use this feature to test how the email will look to your end users and activate a cloned email, so it replaces the platform default email.

HR Best Practise

Personalise the email templates in Employment Hero so that the tone is consistent with your existing internal communications.

Important

You will need to have enabled the open beta feature, Email Templates, before you can use the new features outlined in this article. You can enable this beta feature via the Beta Flask drop-down and selecting Opt-in, though remember this is still an in development feature and subject to change. To read more on how to enable this in-progress beta feature, refer to this article.

Getting started

Add a customised email template
  1. Click the   Settings menu.
  2. Click the Email Templates submenu.
  3. Click the Actions button.
  4. Click the Clone button.
    Email_1.jpg
  5. Click the Actions button.
  6. Click the Edit button.
    Email_2.jpg
  7. Customise the email as required.

    Helpful Hint

    Refer to the below section, What do the editing symbols mean?, for a list of all the editing options available. Not sure what to write? If you are on our Platinum HR Plan you can type a few points in, then click   to have our AI help you generate a draft message. You will be able to refine the draft as you see fit before you submit the content.

  8. Click the Update button.
    Email_3.jpg
Activate a customised email template
  1. Click the   Settings menu.
  2. Click the Email Templates submenu.
  3. Click the Arrow button.
    Email_4.jpg
  4. Click the Actions button.
  5. Click the Activate button.
    Email_6.jpg

Daily activity

Test a customised email template
  1. Click the   Settings menu.
  2. Click the Email Templates submenu.
  3. Click the Arrow button.
    Email_4.jpg
  4. Click the Actions button.
  5. Click the Send Test button.Email_5.jpg

Editing data

Edit customised email template
  1. Click the   Settings menu.
  2. Click the Email Templates submenu.
  3. Click the Arrow button.
    Email_7.jpg
  4. Click the Actions button.
  5. Click the Edit button.
    Email_8.jpg
  6. Make the required changes and click the Update button.

    Helpful Hint

    Refer to the What do the editing symbols mean for a list of all the editing options available. Not sure what to write? If you are on our Platnium HR Plan you can type a few points in, then click   to have our AI help you generate a draft message. You will be able to refine the draft as you need before submitting

    Email_9.jpg

Further information

What do the editing symbols mean?
Icon Name Description
  Bold Bold, boldface, or bold font are any text darkened to help emphasise written information.
  Italics A style of text in which the letters lean to the right
  Alignment/Align A term used to describe the placement of text on the screen
  Hyperlink An element in your email that links to either another part of the email or to another document altogether
  Variables A list of data points that you can use to pull information from your HR platform, such as an employee's first and last name or your business name

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