By default, Greenhouse Onboarding comes pre-populated with email templates that will be sent out to members of your organization when a New Hire is added.
Additional customization to the Welcome to the Team! and Your Next Steps email is possible for users who are assigned to the Coordinator or Owner roles in your account.
Email delivery time zone
Admins can define the time zone for your organization on the Settings page in Greenhouse Onboarding (Settings > Emails). Any organization emails (such as choreographed introductions) are sent according to your organization's time zone.
You can define your company's time zone by selecting the Edit icon and choosing a timezone from the list.
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.
Note: If a user doesn't have an assigned timezone, they'll receive emails according to the organization's timezone.
Default Greenhouse Onboarding emails
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. | On a scheduled date, at 8:00 a.m. in the user's timezone | 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 not yet signed document |
| Signature Request Awaiting Action | Sent to employees that have to sign documents, with links to the document signature workflow. | Immediately | New Hire | A signature request has been assigned directly from the profile |
Email notifications
| Email subject line | Description | Delivery day & time | Recipient | Trigger |
| New Pending Hire in Greenhouse Onboarding | Notification that a new Pending Hire is available to be onboarded in your account. | Immediately | Owners and specified list of employees | Pending Hire added from GHR |
| New Hire Added | Notification a New Hire has been added to your account. | Immediately | Owners and specified list of employees | Recipient selected from notification list when New Hire is added to GHO |
| Update for [New Hire Name] | Notification the 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 | User is specified as manager when a new hire is added to GHO |
| Your Next Steps at [Company Name] | 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 | Email scheduled for day relative to New Hire's start day |
| Welcome to the Team! | A summary of who the New Hire's manager and team, and what tasks they have to complete. Custom text can be added. | On the scheduled date, at 7:00 a.m in the user's timezone | New Hire | Email scheduled for day relative to New Hire's start day |
| [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 - Custom Subject] | Choreographed Introductions allows 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 |
Feedback emails
| Email subject line | Description | Delivery day & time | Recipient | Trigger |
| Onboarding Feedback Needed for [Company Name] | New Hire has been assigned Feedback questions which allows them to give direct feedback about their onboarding experience. | On the scheduled date, at 5:00 a.m. in the organization's timezone | New Hire | Feedback assign date |
| Onboarding Feedback Needed for [Company Name] | New Hire has been assigned Feedback questions that allow them to give direct 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] | New Hire has answered Feedback question, and the answers have been sent to a selected recipient. | Immediately | User set to receive updates when a question is answered | The new hire has submitted Feedback answers, and the user is set as receiving updates |
Reports emails
| Email subject line | Description | Delivery day & time | Recipient | Trigger |
| Field Report: [Report Name] is Available for Download |
Email delivered when export is complete, and provides direct link to download report. Note: The timestamp for when the report was requested is included in the email body in UTC.
|
Immediately | The user who requested export | User exports report |
Tasks emails
| Email subject line | Description | Delivery day & time | Recipient | Trigger |
| Weekly Task Summary for [Week Date] | Summarizes all tasks that are assigned to the user (including newly assigned tasks and overdue tasks). | Mondays, at 8:00 a.m. PT | New Hire | The recipient has open tasks |
| [#] Overdue Tasks | A single email is sent to employees with any overdue tasks. | Daily, at 5:00 a.m. in your organization's timezone | New Hire | The recipient has overdue tasks |
| [#] New Task(s) Assigned | Sent to employees for tasks assigned to them. | On a scheduled date, at 5:00 a.m. in your organization's timezone | New Hire | Task assign date |
| [#] New Task(s) Assigned | Sent to employees for tasks assigned to them. | Immediately | New Hire | Task assigned directly from profile and assign date is today or earlier |
Additional resources
For more information about how to edit and manage emails in your organization's Greenhouse Onboarding account please follow: