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.
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.
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.
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.
On the next page, click Adjust timezone to change delivery time of email notifications to set up your individual 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.
Monitor sent emails
Users with Owner access can check the email activity tab on employee profiles to view a list of all emails sent to an employee by your organization.
Each entry in the email activity tab includes the email's subject line, the recipient's address, and the time the email was sent.
Additional resources
Learn more about editing and managing emails in your organization's Greenhouse Onboarding account with the below resources: