Email Alerts for Employment Changes
What email alerts are available for employment changes?
Purpose: To show you how to create an email alert for employment changes in BambooHR. Employment alerts include the New Hire alert, Employment Termination alert, and the New Employee Upload alert.
Table of Contents
The New Hire alert, Employment Termination alert, and New Employee Upload alert are event-based alerts that notify you when an employee gets hired, terminated, or when an employee uploads a new document within BambooHR. These alerts are triggered when actions occur from within BambooHR. The New Hire alert occurs after the addition of a new employee. The Employment Termination alert sends when an employee gets terminated through the action menu on their employee profile. The New Employee Upload alert occurs when an employee uploads a new document to their profile.
Email Alerts
To create a new email alert, go to Email Alerts in Settings and click + Add Alert. Select which employment alert you would like to create.
- Send this alert to: Determine who will receive the email alert. The Admin Users option will send the email alert to all users listed as Full Admins in access levels. The Employee option will send the email alert to the employee who triggered the alert. The Manager option sends the email alert to the manager of the employee who triggered the alert. The Others option allows you to enter a specific employee, department, location, job title, division, or email address.
- Alert Customizations (Optional): Enter a custom email subject heading and message for the email alert. Please keep in mind that this setting applies to all recipients of the alert. They will receive the same custom message.
- This alert will include: Click Edit to filter which employees will affect this alert.
- Send this alert to: Determines who will receive the email alert. By default, the Full Admin Users option will be automatically selected. This option will send the email alert to all users listed as Full Admins in access levels. The Employee option will send the email alert to the employee who triggered the alert. The Manager option sends the email alert to the manager of the employee who triggered the alert. The Others option allows you to enter a specific employee, department, location, job title, division, or email address.
- Alert Customizations (Optional): Enter a custom email subject heading and message for the email alert. Please keep in mind that this setting applies to all recipients of the alert. They will receive the same custom message.
- This alert will include: Click Edit to filter which employees will affect this alert.
Please note that this alert will send as soon as a user enters an employee termination in BambooHR either directly on the employee profile or via the importer (future or past-dated). This means if they have submitted the termination information with a future termination date, the email alert will still send immediately when the user enters the termination in BambooHR. If a user adds an employee termination through the power edit tool, the email alert will not send. The termination must be done on an employee's profile or via the importer to receive the alert.
- Send this alert to: This alert can only be set up to send to Full Admin users in BambooHR. This setting is because there are various access levels involved when it comes to viewing files in BambooHR. Some files can contain sensitive data, and you should grant access carefully. Admin level users will always have access to the files uploaded and can have permission to view those files if established through the access level settings.
- Send alert when uploaded to folder: Select which folder you would like the alert to send for its uploads. The email alert will send when an employee uploads a document to the selected folder on their Documents tab. You will need to create a separate email alert for each folder if you want to have an email alert sent about uploads to the specific folder.
- This alert will include: Click Edit to filter which employees will affect this alert.
The recipient can click Go to File to go to the employee's Documents tab to view the file. If the recipient has not logged into BambooHR, it will require them to log in before viewing any information.
When an email alert is triggered, and if its recipient is an employee, they will receive the alert as long as they have an active status in BambooHR. The recipient does not need to be enabled with access to receive an email alert. An employee with an inactive status will not receive an email alert.