Greenhouse Onboarding provides a variety of emails that your organization can use to keep track of new and pending hires, tasks, E-Signatures, feedback, and onboarding goals. Use these email notifications to stay on top of critical onboarding activities.
Turn on Greenhouse Onboarding emails
Before you can set up any Greenhouse Onboarding emails, a user with Owner permissions first needs to turn on emails for your organization.
To activate all emails, navigate to Settings. Select Onboarding Plan > Emails from the left panel of the Settings page.
Under Global Settings, click the toggle button to activate All emails for organization.
Email delivery time zone
Set the time zone for organization-wide emails
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 set your organization's default time zone, hover over the time zone listed under Email delivery time zone. Click the pencil icon to edit your time zone.
Set the time zone for user-specific emails
Any user-specific emails, such as task reminders, will be sent according to an individual user's timezone. You can update your personal account timezone in Account settings.
On the Notification Settings 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 in Greenhouse Onboarding | Notification that a new pending hire is available to be onboarded. | Immediately | Owners, Coordinators, and users with custom access to manage pending hires | Pending hire sent from Greenhouse Recruiting to Greenhouse Onboarding |
| New Hire Added to Greenhouse Onboarding | Notification that a new hire has been added. | Immediately | Users selected as People to Notify during onboarding | 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 | User that onboarded the new hire (for bulk onboarding) OR User(s) selected as People to Notify during onboarding (for manual onboarding) |
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, for signatures assigned within the last 60 days | New hire | Reminder sent after e-signature has been assigned but has not been completed |
| [Document Name] – Signed by [Signer's Name] | Notification that an E-Signature document was signed by a new signer and all counter signers (if applicable) | Immediately | User who assigned the E-Signature document | All required signers have completed an assigned E-Signature document |
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 tasks overdue by 2 months or less |
| 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 tasks overdue by 2 weeks or less |
| 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 |
| Introduction to new hire onboarding goals | Email notifying new hires that their manager has assigned onboarding goals to them. | Immediately | New hire | Manager clicks Share after creating goals in their new hire's profile. |
| Reminder to update goal statuses | Email reminding new hires to update the status of their assigned 30-day goals. | 14 days and 30 days after new hire's start date, 7:00 a.m. in your organization's timezone | New hire and manager | 14 days and 30 days after a new hire's start date |
| New hire is blocked | Email letting managers know when a new hire needs help completing an onboarding goal. | Immediately | Manager | New hire sets the status of an onboarding goal to Need help. |
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: