Permissions:

Product tier: Available for Greenhouse Welcome and Greenhouse Onboarding tiers

Greenhouse Onboarding comes pre-populated with email templates that will be sent out to members of your organization when a new hire is added.

Users with Coordinator or Owner access can make additional customizations to the 'Your next steps' email, 'Welcome to the team' email, and Greenhouse Onboarding core emails.

Enable Greenhouse Onboarding emails

Before you can set up any Greenhouse Onboarding emails, a user with Owner permissions first needs to enable emails for your organization.

To enable all emails, go to Settings Onboarding Plan Emails. Under Global Settings, click the toggle button to activate All emails for organization.

Screenshot-of-emails-settings-page-with-global-settings-section-highlighted.png

Email delivery time zone

Owners can define the default time zone for your organization's email deliveries. Any active emails are sent according to your organization's set time zone.

Screenshot-of-email-settings-page-with-email-delivery-time-zone-section-highlighted.png

To define your organization's default time zone, go to Settings > Onboarding Plan > Emails. Hover over the listed time zone and click the pencil icon.

Screenshot-of-email-delivery-time-zone-section-with-edit-button-highlighted.png

Any user emails, such as task reminders, will be sent according to the specific user's timezone. You can update your timezone from your Account settings.

Screenshot-of-welcome-page-with-account-settings-button-highlighted-in-dropdown.png

On the next page, click Adjust timezone to change delivery time of email notifications to set up your individual timezone.

Screenshot-of-adjust-timezone-button-for-individual-users.png

Note: If a user doesn't have an assigned timezone, they'll receive emails according to the organization's timezone. 

Types of Greenhouse Onboarding emails

New hire notifications

Email subject line Description Delivery day & time Recipient Trigger
New pending hire Notification that a new pending hire is available to be onboarded in your account. Immediately Owners and specified list of employees  Pending hire sent from Greenhouse Recruiting to Greenhouse Onboarding
New hire added Notification a New Hire has been added to your account. Immediately Owners and specified list of employees  Pending hire is added to Greenhouse Onboarding and becomes a new hire
Update for [New Hire Name] Notification that a new hire's profile has been completed. Immediately

Owners and specified list of employees 

New hire completes all documents and required fields
Please Provide More Information For [Employee Name] Provides a link to a form for the Manager to fill out the required info. Immediately Manager A new hire is added to Greenhouse Onboarding and their profile is missing required info
Your next steps An email for new hires with a summary of their manager, team, and outstanding tasks. Custom text can be added. On the scheduled date, at 7:00 a.m. in the user's timezone New hire New hire's start date
Welcome to the team A summary of the new hire's manager and team, as well as what tasks they need to complete. Custom text can be added. On the scheduled date, at 7:00 a.m in the user's timezone New hire New hire's start date
[Company Name] Requires More Information About You Reminder email that provides a link back to Welcome Experience for New Hire to complete required fields. Daily, at 7:00 a.m. in the user's timezone New hire New hire has been invited to Greenhouse Onboarding but has not filled out all required fields
Choreographed introductions Choreographed introductions allow admins to notify stakeholders about a group of new hires, instead of sending them individual notifications. It can be used to update managers on recent hires, introduce new team members, or email an entire cohort of new hires with relevant info for day one. On the scheduled date, at 8:00 a.m. in the user's timezone The specified list of employees or email addresses Email is authored and scheduled to be sent on a specific date

E-Signature emails

Email subject line Description Delivery day & time Recipient Trigger
Signature Request Awaiting Action Sent to employees who need to sign documents, with links to the document signature workflow. Immediately New hire Signature request assign date
Signature Request Awaiting Action Sent to employees who need to sign documents, with links to the document signature workflow. Daily, at 8:00 a.m. in the user's timezone New hire Reminder sent after e-signature has been assigned but has not been completed

Feedback emails

Email subject line Description Delivery day & time Recipient Trigger
Onboarding Feedback Needed for [Company Name] This email allows new hires to fill out assigned feedback about their onboarding experience. On the scheduled date, at 5:00 a.m. in the organization's timezone New hire Feedback assignment date
Onboarding Feedback Needed for [Company Name] This email allows new hires to fill out assigned feedback about their onboarding experience. Daily, at 5:00 a.m. in the organization's timezone New hire Feedback assigned but not yet answered
You've received feedback from [Employee Name] When a new hire completes their assigned feedback questions, selected recipients will be notified. Immediately  Users set to receive updates when a question is answered The new hire has submitted feedback

Reports emails

Email subject line Description Delivery day & time Recipient Trigger
Field Report: [Report Name] is Available for Download

This email is sent when you export a field report from Greenhouse Onboarding. It provides a direct link to download a CSV file of the report.

Immediately The user who requested export User exports report

Note: This email includes a timestamp for when the field report download was requested.

Tasks emails

Email subject line Description Delivery day & time Recipient Trigger
Weekly task summary Summarizes all tasks that are assigned to a new hire (including newly assigned tasks and overdue tasks). Mondays, at 8:00 a.m. New hire New hire has incomplete or overdue tasks
Overdue tasks reminder A single email is sent to employees with any overdue tasks. Daily, at 5:00 a.m. in your organization's timezone New hire New hire has overdue tasks
Tasks assigned Sent to new hires when a task has been assigned to them. Immediately New hire Task assignment date

Goals for new hires emails

Email subject line Description Delivery day & time Recipient Trigger
Create goals for new hires Email notifying hiring managers that they need to create 30-day goals for their new hire. 30 days before new hire's start date, 7:00 a.m. in your organization's timezone Manager 30 days left before your new hire's start date
Reminder to create goals Email reminding hiring managers to create 30-day goals for their new hire. 7 days before new hire's start date, 7:00 a.m. in your organization's timezone Manager 7 days left before your new hire's start date
Reminder to update goal statuses Email reminding new hires to update the status of their assigned 30-day goals. 14 days after new hire's start date, 7:00 a.m. in your organization's timezone New hire and manager 14 days after a new hire's start date

Note: Goals for new hires is currently running as a beta with opt-in participation. Please contact your Customer Success Manager to request access to this feature.

Additional resources

Learn more about editing and managing emails in your organization's Greenhouse Onboarding account with the below resources: