TABLE OF CONTENTS

Explanation of terms

In some cases, emails are automatically sent to onboardees from the system in relation to the employee portal. There are corresponding system correspondence templates for these cases, which cannot be deleted but can be changed.


Configuration

On the Correspondence templates  page, an existing system correspondence template can be selected and edited.
See: Employee portal: Customise system correspondence templates


Behaviour in the system

  • Recognising system correspondence templates
    They can be recognised by the cogwheel symbol behind the name. Example: Employee portal: The password has been changed. 
  • System correspondence templates on delivery of the system
    The following correspondence templates are provided as standard (in order of appearance)
    • Employee Portal: Create Portal Access
      Purpose: With this correspondence template, you call onboardees to register for the employee portal.
      Execution: Press the Send invitation button in the Employee portal  tab in Onboarding.
    • Employee Portal: Portal Access Created (Welcome)
      Purpose: After onboardees have created their access to the employee portal, they receive an e-mail with the user name and the link to the employee portal.
      Exit: Automatically after creating the access data.
    • Employee Portal: Onboarding Invitation
      Purpose: If another onboarding is set up for an onboardee, this template is active. Example: An onboarding was created as part of an internship and now an onboarding for a permanent position is being carried out for the person with corresponding new content in the employee portal.
      External link:
    • Employee Portal: Reset Password
      Purpose: A link to reset the password is sent.
      Exit: Onboardee presses the Reset password button on the Login page for the employee portal.
    • Employee Portal: Password has been changed
      Purpose: Inform onboardees that the password has been reset to prevent misuse.
      External link: Onboardees have reset their password. 
    • Employee Portal: Reminder about due task
      Purpose: The email is sent one day before a task is due that the onboardees should complete. See also: Reminder of due tasks in the employee portal
      Excerpt: The task for the onboardee is due in one day. 
    • Employee Portal: Reset Portal Access
      Purpose: If onboardees in the HR department request access data for the employee portal again, the data can be sent in this way.
      Exit: Press the Reset portal access  button in the Employee portal  tab in Onboarding.
  • Name
    The name is only visible to you internally.
  • Organisational unit
    The system correspondence template is always created on the top organisational unit . This cannot be changed so that the template can be used for all onboardings.
  • Template layout
    Choose the template layout that fits all your onboardings, regardless of the target group or the company for which the onboarding is taking place. It is not possible to link your own template layouts with a system correspondence template for the individual cases.
  • Language
    The correspondence templates are delivered in German and English. They can be found sorted by name on the page with all correspondence templates. If you have ordered other languages from us and have already activated them, you will also find the translations of the system correspondence templates in the list.
  • Subject 
    The subject is displayed to the onboardees in the email.
  • Content 
    This is the content of the email. Placeholders can be used to automatically insert information in the appropriate place. In the article on editing system correspondence templates, you will find the placeholders that we use as standard and recommend that you continue to insert into the respective correspondence template, as otherwise the functionality will be lost.
  • Sender
    The company  of the onboarding is always used as the sender of the email. Please make sure that you design the company name in the master data accordingly.
  • You/you addressIt is not possible to copy system correspondence templates and address some onboardees as Du and others as Sie. To avoid inconsistencies, we recommend using a form of address in correspondence that is suitable for all onboardees. This contributes to a coherent and clear communication image and prevents misunderstandings or irritation.
  • Renaming
    We do not recommend renaming, as otherwise you will not be able to recognise the correspondence templates we have described.
  • Sorting
    The list of correspondence templates is sorted alphabetically. This cannot be changed.

How our customers use this

Many customers customise the tonality of the system correspondence templates to suit their company-wide way of speaking. Further individualised correspondence templates are created that are not triggered by the system.