It’s best to begin configuring the Onboarding module by reviewing the available options for creating message templates.
Onboarding message templates enable you to prepare the email messages a candidate will receive before the first day of work for your company. They can include greetings, requests for drawing up or completing the required documents, directions to the office, a schedule of the first day of work, etc. They will help you ensure the best possible candidate and employee experience! You decide which templates to create and use in the onboarding paths. Onboarding paths enable you to automatically send the initially prepared onboarding messages — you will learn more about them in the next chapter.
You will find onboarding message templates in the same place where all message templates are saved: in the “Message templates” section of the system settings.
Note: By default, message templates are accessible only to the System Administrator, who can, however, grant access to other system users as well (which is discussed in detail in the article about module settings).
These messages work generally in the same way as other templates. Each of them has a name, a subject, and content. You can add smart data fields, such as:
Job title
Candidate’s name and surname
Candidate’s work start date
Recruiter’s name and surname
Recruiter’s email address
Supervisor’s name and surname
Supervisor’s email address
Company address (street, house no., flat no., zip code, city)
Company name
Sub company name
You can create as many onboarding templates as you want.
You can also add attachments (e.g. questionnaires, presentations, etc.) to your onboarding templates. Multiple files can be attached to a single message. The only limitation is the total size of all attached files (no more than 10 MB) and their format (only PDF files can be attached).
TIP: Allowing PDF files only is justified by security concerns, since it is the only file format that prevents sending malware. Note that most files (e.g. MS Word or MS Powerpoint files) can be easily converted to PDF.
For every template, you have to specify the sender and the recipient, in case the candidate responds to the email message:
Message sender — a person whose first name and surname is to be displayed to the candidate as the sender of a given onboarding message.
Return address — if the candidate responds to a given onboarding message, this response will be sent to the address indicated here.
Each and every time you can select one of the below persons as the sender:
Lead person in HR — the HR staff member responsible for onboarding of a newly hired employee (i.e. to whom a given candidate is assigned in the Onboarding Module).
Employee’s supervisor — the person indicated as the candidate’s supervisor when their status is changed to “Employed or directly in the Onboarding Module.
Other — you can enter any first name and surname manually.
You can indicate more than one person as the recipient by checking the “Other” option. You can add up to 5 email addresses this way.
Remember to save the complete template!
