In some cases, emails are automatically sent to onboardees from the system in relation to the employee portal. See: System correspondence templates for the employee portal

For these cases, there are corresponding system correspondence templates that cannot be deleted but can be changed. Customise the content of the correspondence templates to address onboardees in your own words.

Customise system correspondence templates

Proceed as follows:

1. Open the page Correspondence Templates in the area Onboarding.
2. Click on the name of a system correspondence template. The Correspondence Template page is displayed with the template details and the Data tab open.
3. Click on one of the editing icons. An input form is displayed.
4. Edit the content that you want to customise.
   How to fill in the input form can be found in the main article: System correspondence templates for the employee portal
   • Name*
   • Template Layout
   • Subject*
   • Content*
     Use the placeholders listed here for the following correspondence templates. These placeholders are already stored in the delivery status of the emails and should be retained to ensure functionality.
     • Employee Portal: Create Portal Access
       • Employee Portal - Signup Expiration Date {EMPLOYEE_PORTAL:SIGNUP_TOKEN_VALID_UNTIL}
         For security reasons, registration is only possible for a certain period of time. This placeholder indicates the expiry date for the registration link.
       • Employee Portal - Signup Link {EMPLOYEE_PORTAL:SIGNUP_URL}
         This placeholder names the link that leads to the registration window for the employee portal.
       • Employee Portal - Signup Token {EMPLOYEE_PORTAL:SIGNUP_TOKEN}
         This placeholder generates a security code (token) that is required for registration.
         This placeholder will no longer have a function with the release on 14 May 2024 and can be removed.
5. Click Update to save the changes.