Appendix C — Email trigger reference

Each trigger below can be switched off, and its wording edited in each language, under Settings › Email Templates (Chapter 79); Email Logs records every send, including the ones skipped because a trigger is off (Chapter 91). Switching a trigger's email off does not silence any in-app notification that goes with it; those are controlled separately under Settings › Notifications. Where a row says "the employee", the email goes to the employee's work address, or to their personal address when no work address is on file.

Authentication

Trigger	When	Who receives it
Forgot Password forgot_password	When someone asks for a password reset link from the login page	The person who asked, at their account email (only if they have an active account in a workspace)
Password Changed password_changed	When a person changes their password from their account, or completes a password reset	The person whose password changed
Two-Factor Authentication Enabled two_factor_enabled	When a person finishes turning on two-factor authentication	That person
Two-Factor Authentication Disabled two_factor_disabled	When a person turns off their own two-factor authentication	That person
Two-Factor Authentication Reset by Administrator two_factor_reset	When a user holding users.manage_2fa resets another user's two-factor authentication on the Users page	The user whose two-factor authentication was reset

Employee Lifecycle

Trigger	When	Who receives it
Welcome Employee welcome_employee	When HR clicks Run on the "Send welcome email" task of the employee's onboarding checklist (the task is due one day after joining)	The new employee
Transfer Notice transfer_notice	When HR records a transfer for the employee	The employee
Promotion Notice promotion_notice	When HR records a promotion for the employee	The employee
Salary Increment salary_increment	When HR records a salary revision that raises pay, including applying a performance-based increment recommendation	The employee
Salary Decrement salary_decrement	When HR records a salary revision that lowers pay	The employee
Termination Notice termination_notice	Never sent. The older employee-separation endpoint that sent it has been removed; separations are recorded in Offboarding, which sends Separation Initiated instead. The template stays on the screen	(nobody)
Resignation Acceptance resignation_acceptance	Never sent, as Termination Notice	(nobody)
Retirement Notice retirement_notice	Never sent, as Termination Notice	(nobody)
Account Setup Invitation account_setup	When an admin clicks "Resend setup email" for a user on the Users page, or a person follows "First time signing in? Resend setup email" on the login page	The user's account email (from the login page, only when an active account exists for that address)
Employee Account Invitation employee_invitation	When an employee is added with portal access by invitation, or an admin sends or re-sends the invitation for an account that is linked to an employee	The invited email address
Profile Submission — HR Review Needed profile_submission_pending	When a person submits changes from their personal profile for this workspace to review	Active users holding employees.update (at most ten of them)
Profile Submission — Outcome profile_submission_reviewed	When HR approves or rejects a profile submission	The person who submitted it, at their account email in this workspace

Leave

Trigger	When	Who receives it
Leave Applied leave_applied	When an employee applies for leave	The employee's reporting manager; if they have no manager still employed with an email address, every active user holding both leave.approve and leave.view_all (never the applicant)
Leave Approved leave_approved	When an approver approves the leave application	The employee
Leave Rejected leave_rejected	When an approver rejects the leave application	The employee
Leave Cancelled leave_cancelled	When the employee cancels their own leave application	The employee

Payroll

Trigger	When	Who receives it
Payroll Processed payroll_processed	When a payroll run is processed (one email per processed employee), and when HR bulk-emails salary slips, in which case the slip PDF is attached	The employee
Salary Slip — Acknowledgement Request salary_slip_acknowledgement_request	When an entry is marked as paid with emails switched on (Mark as Paid, or issuing a cheque); when HR emails or re-sends an unacknowledged slip; and by a daily job, shortly after 9:00 workspace time, 2 and 5 days after the first request while the slip is still unacknowledged	The employee
Salary Slip — Acknowledged (with PDF) salary_slip_acknowledged	When the employee confirms receipt in the portal, or when HR emails or re-sends a slip that is already acknowledged. The signed slip PDF is attached	The employee
Bonus Awarded bonus_awarded	When HR awards a bonus	The employee

Loans

Trigger	When	Who receives it
Loan Approved loan_approved	When HR approves a loan application	The employee
Loan Rejected loan_rejected	When HR rejects a loan application	The employee

Other

Trigger	When	Who receives it
Announcement Published announcement_published	When an announcement with "Send email notification" switched on is published, or, for a scheduled one, when its publish time arrives. Each announcement is emailed once	Every employee in the announcement's audience
Birthday Wish birthday_wish	Daily at 9:00 workspace time, on the person's birthday (28 February for a 29 February birthday outside leap years)	The employee; a former employee receives it at their personal address only

Attendance

Trigger	When	Who receives it
Overtime Request (to Manager) overtime_requested	When an employee submits an overtime request that needs approval	The employee's reporting manager; with no usable manager, every active user holding both attendance.overtime_approve and attendance.view_all
Overtime Approved overtime_approved	When an approver approves an overtime request, or when the request is approved automatically on submission because auto-approve is on	The employee
Overtime Rejected overtime_rejected	When an approver rejects an overtime request	The employee
Attendance Regularization Request (to Manager) regularization_requested	When an employee requests a correction to a day's attendance	The employee's reporting manager; with no usable manager, every active user holding both attendance.regularize_approve and attendance.view_all
Attendance Regularization Approved regularization_approved	When an approver approves the correction	The employee
Attendance Regularization Rejected regularization_rejected	When an approver rejects the correction	The employee
Missing Check-In Reminder attendance_missing_clockin_reminder	Checked every 15 minutes; sent once per shift when there is no check-in by shift start plus the reminder offset (60 minutes by default). Only when missing-punch reminders are on; never on a weekly off, a holiday, approved leave, or a shift that does not require punches	The employee
Missing Check-Out Reminder attendance_missing_clockout_reminder	As above, when there is no check-out by shift end plus the reminder offset	The employee

Address Verification

Trigger	When	Who receives it
Address Verification Initiated address_verification_initiated	When an employee asks for an address to be verified, or HR starts a verification for an unverified address	The employee
Address Verification Reminder (Day 7) address_verification_reminder_7	Daily job, shortly after 9:00 workspace time, on the 7th calendar day after verification was requested, while it is still pending. Not sent when the workspace has switched address verification off, or to employees who are not active	The employee
Address Verification Reminder (Day 14) address_verification_reminder_14	As above, on day 14	The employee
Address Verification Urgent (Day 21) address_verification_reminder_21	As above, on day 21	The employee
Address Verification Final Warning (Day 28) address_verification_final	As above, on day 28	The employee

Documents

Trigger	When	Who receives it
Document Uploaded (to HR) document_uploaded	When a document is uploaded to an employee's profile, by the employee or by HR, while document verification is switched on	Active users holding documents.verify, except the employee the document belongs to
Document Verified document_verified	When a reviewer verifies the document	The employee
Document Rejected document_rejected	When a reviewer rejects the document, or revokes an earlier verification	The employee

Workspace

Rows marked "sent by the platform; cannot be switched off" are also sent while the workspace is read-only, when every other trigger in this appendix is held back, and a workspace cannot edit their wording. "Billing contacts" means the active users holding company.settings; when nobody holds it, the oldest active user.

Trigger	When	Who receives it
Workspace Invitation workspace_invitation	When an admin adds a user who is not linked to an employee and chooses to invite them, or sends or re-sends that invitation	The invited email address
Trial Ending Soon trial_ending_soon	Daily job, 7 days and again 1 day before a trial ends, for a trial with no card on file. Sent by the platform; cannot be switched off	Billing contacts
Trial Ended — Workspace Read-only trial_expired	Daily job, once, after the trial has ended and the workspace has become read-only. Sent by the platform; cannot be switched off	Billing contacts
Subscription Canceled — Workspace Read-only subscription_canceled	Daily job, once, after a canceled subscription has made the workspace read-only. Sent by the platform; cannot be switched off	Billing contacts
Workspace Data Deletion Warning workspace_retention_warning	Daily job, 14 days and again 3 days before a read-only workspace's data is due for deletion. Sent by the platform; cannot be switched off	Billing contacts
Workspace Data Deleted workspace_data_purged	Once, right after the platform deletes a read-only workspace at the end of the retention period (automatic deletion runs only when the platform operator has switched it on). Sent by the platform; cannot be switched off	Billing contacts, as they were just before the deletion
Workspace Reactivated subscription_reactivated	When a checkout is completed for a workspace that was read-only. Sent by the platform; cannot be switched off	Billing contacts
Seat Change Not Completed seat_change_payment_failed	When a requested change in the number of seats expires without being paid. Sent by the platform; cannot be switched off	Billing contacts
Keep Your Personal Profile personal_account_offer	Right after a workspace is deleted, once for each person whose profile was set aside. Sent by the platform; cannot be switched off	That person, at their personal email address (people with no personal address are not offered one)

HR Letters

Trigger	When	Who receives it
HR Letter Issued hr_letter_issued	When HR emails an issued letter, or issues a letter that fulfils an employee's letter request. The letter PDF is attached. Letters issued automatically by other modules are not emailed through this trigger	The employee
HR Letter Request — Submitted hr_letter_request_created	When an employee requests a letter	Active users holding hr_letters.manage_requests
HR Letter Request — Rejected hr_letter_request_rejected	When HR rejects a letter request	The employee

Appraisals

Trigger	When	Who receives it
Appraisal Cycle Started — Self Review appraisal_cycle_started	When HR rolls out an appraisal cycle, only when self reviews are switched on, and only to employees that rollout newly adds	Each newly added employee
Self Review Submitted — Manager Notification appraisal_self_review_submitted	When an employee submits their self review, or when HR assigns a new reviewer to an appraisal whose self review is already done	The appraisal's reviewer (set to the employee's reporting manager at rollout)
Manager Review Submitted — HR Notification appraisal_manager_review_submitted	When the reviewer submits their manager review	Active users holding appraisals.manage
Appraisal Finalized — Employee Notification appraisal_finalized	When HR finalises the appraisal. The appraisal PDF is attached when it renders	The employee

Assets

Trigger	When	Who receives it
Asset Issued — Employee Notification asset_issued	When an asset is issued to an employee	That employee
Asset Returned — Employee Confirmation asset_returned	When an asset an employee was holding is checked back in	The employee who held it
Asset Overdue Return — Reminder asset_overdue_return	Daily, from 9:00 workspace time, for each asset still out past its expected return date	The active employee holding it
Asset Handover Daily Digest — HR asset_handover_summary	Daily, from 18:00 workspace time, when at least one asset was issued or returned since 18:00 the day before	Active users holding assets.manage

Offboarding

Trigger	When	Who receives it
Separation Initiated separation_initiated	When HR starts a separation in Offboarding	The employee, at both work and personal addresses; and, as a separate copy that also carries HR's internal reason, active users holding offboarding.manage
Separation Clearance Completed — HR separation_clearance_completed	When the last item on the clearance checklist is completed	Active users holding offboarding.manage
Final Settlement Paid — Employee separation_final_settlement_paid	When HR completes the final settlement. The experience letter PDF is attached when one was issued	The ex-employee, at both work and personal addresses
Account Closing Soon — Ex-Employee Warning offboarding_account_closing_soon	Daily job, shortly after 10:00 workspace time, 5 days before the ex-employee's portal account closes (the account closes after the post-settlement grace period, 30 days by default)	The ex-employee, at both work and personal addresses
Account Closed — Final Notice offboarding_account_closed	Same daily job, when the grace period ends and the ex-employee's active portal account is closed	The ex-employee, at both work and personal addresses

Onboarding

Trigger	When	Who receives it
Pre-Joining Welcome Email pre_joining_email	When HR clicks Run on the "Send pre-joining email" task of the onboarding checklist (the task is due 7 days before joining)	The new employee
Onboarding Pipeline Started — HR onboarding_started	When a new employee is added and their onboarding checklist is created	Active users holding onboarding.manage
Onboarding Task Assigned onboarding_task_assigned	When a checklist task is assigned, or reassigned, to a user	The user the task is assigned to
Onboarding Completed — Employee onboarding_completed	When every required checklist task is completed or waived	The employee
Probation Ending Reminder — HR probation_ending_reminder	Daily digest at 9:15 workspace time, whenever at least one active, unconfirmed employee's probation ends within 14 days or has already ended	Active users holding employees.confirm
Employee Confirmed (Probation Complete) employee_confirmed	When HR confirms an employee after probation. The confirmation letter PDF is attached when one is issued	The employee

Expenses

Trigger	When	Who receives it
Expense Claim Submitted expense_claim_submitted	When an employee submits an expense claim	The employee's reporting manager (when they have an email address) and active users holding expenses.manage
Expense Claim Manager-Approved — HR expense_claim_manager_approved	When the reporting manager approves the claim	Active users holding expenses.manage
Expense Claim Approved — Employee expense_claim_approved	When HR gives final approval and the reimbursement is added to payroll	The employee
Expense Claim Rejected — Employee expense_claim_rejected	When the reporting manager or HR rejects the claim	The employee

Recruitment

Trigger	When	Who receives it
Application Received — Candidate Confirmation application_received	When a candidate applies on the careers site, or HR adds an application by hand	The candidate
Interview Scheduled — Candidate Invitation interview_scheduled	When HR schedules an interview. A calendar invitation is attached	The candidate
Interview Invited — Interviewer interview_invited_interviewer	When HR schedules an interview	Each interview panel member, one email each
Interview Confirmed by Candidate — Interviewer interview_candidate_confirmed	When the candidate confirms the interview from their link	Each interview panel member
Reschedule Requested by Candidate — Interviewer interview_reschedule_requested	When the candidate asks to reschedule from their link	Each interview panel member
Interview Reminder — Candidate (24h before) interview_reminder_candidate	Hourly job, once, about 24 hours before a scheduled interview. A calendar invitation is attached	The candidate
Interview Reminder — Interviewer (24h before) interview_reminder_interviewer	Hourly job, once, about 24 hours before a scheduled interview	Each interview panel member
Offer Extended — Candidate offer_extended	When HR extends an offer. The offer letter PDF is attached when it renders	The candidate
Offer Accepted — Hiring Team offer_accepted_by_candidate	When the candidate accepts the offer from their link	The job's hiring manager and the user who extended the offer
Offer Declined — Hiring Team offer_declined_by_candidate	When the candidate declines the offer from their link	The job's hiring manager and the user who extended the offer
Application Rejected — Candidate application_rejected	When HR moves an application to the Rejected stage	The candidate

Performance

Trigger	When	Who receives it
Performance Task Assigned — Employee performance_task_assigned	When a manager confirms a one-off task's weight and the task becomes assigned, or when a recurring task schedule creates the day's task	The task's assignee
Performance Task Overdue — Employee performance_task_overdue	Hourly job, once, when an open task passes its due time	The task's assignee
Performance Task Reminder — Employee performance_task_reminder	Hourly job, before a one-off task's due time, once at each reminder offset set in Performance settings (24 and 6 hours before by default)	The task's assignee
Performance Task Submitted — Manager performance_task_submitted	When the assignee marks a manager-graded task complete	The assignee's reporting manager
Performance Task Graded — Employee performance_task_graded	When a manager grades a task, or when a rule-graded task is completed and scored automatically	The task's assignee
Daily Report Missed — Employee performance_daily_report_missed	Hourly job, once the employee's shift has ended plus one hour on a working day with no daily report. Only when daily reports are switched on and the employee is not exempt	The employee
Daily Report Submitted — Manager/Admin performance_daily_report_submitted	When an employee submits their daily report	The employee's reporting manager, and the extra report recipient set in Performance settings, if any
Weekly Sales Report Reminder — Employee sales_report_reminder	On the weekly sales report due day, at the reminder hour set in Performance settings, when that week's report is not in yet	Each active employee in a department whose name contains "sales"
Weekly Sales Report Missed — Employee sales_report_missed	Hourly job, once the week's deadline has passed with no report	The sales staff member who missed it
Weekly Sales Report Submitted — Manager/Admin sales_report_submitted	When a sales staff member submits their weekly report	Their reporting manager, and the extra report recipient set in Performance settings, if any

Field Visits

Trigger	When	Who receives it
Visit Feedback — Client Confirmation Request visit_feedback	After a field rep checks out of a client visit, when feedback by email is switched on in the field visit settings. At most one request per client in any 24 hours, and never to a client who opted out	The client's contact email

Not listed

• Partner Programme (the seven affiliate_* triggers): mail between the platform and its partners; no workspace sends or receives it, so the Email Templates screen does not show it.
• Appointment Letter appointment_letter and Confirmation Letter confirmation_letter: nothing sends these triggers. An issued letter reaches the employee through HR Letter Issued when HR emails it, and the confirmation through Employee Confirmed.
• Separation Clearance separation_clearance: predates the Offboarding module and nothing sends it; Offboarding sends Separation Initiated and Separation Clearance Completed instead.