Greenhouse Onboarding: Customizing New Hire Emails

As a Super Admin or Admin, you can customize and preview the emails your New Hires receives from Greenhouse Onboarding. You can also create Rules for emails, so that employees can receive unique emails based on their Location, Department, or Employment Status. 

Below we outline some examples of those emails to give you an idea of what content you can add in, as well as provide instructions on how to customize the emails. 

 

Customizing the first email your employee receives

To view the emails your new hire receives, go to Admin > Settings >Company Info Emails. For each email, select # Variations to see the different templates for that email. 

Default Email: Each email has default text. You can edit the default text to change what your employee's receive by default, or if you want employee's to receive different versions based on their Location, Department, or Employment Type, you can create a Custom Email. 

Custom Email: If you want employees to receive a specific version of an email based on their Location, Department, or Employment Type you can create a Custom Email. To create a Custom Email, select Create New. 

Insert Token: When you're editing the text of your Default or Custom email templates, you can pull in custom fields from Greenhouse Onboarding. For example, if you want the email to start with "Hello First-Name!" you can enter a token for "First Name" and the email will automatically pull in the new hire's first name. 

 

Rules: As an example, let's say you want to create a version of the first email your new hire receives, for your San Francisco employees only. San Francisco will have different instructions for the first day compared to your New York office, so it's important that text is specific to SF employees. 

If you are creating a Custom Template, under Rules, select San Francisco under "Location Matches." 

Once you have applied all of the Rules you need, select Update Template. Now all new hire's that have a location of San Francisco will receive this version of the email. 

Please Note: Emails can have multiple rules. Using the example above, you can set multiple locations, or you can filter by Location and Department. 

 

Preview: Once you have created your email template, you can preview it to get an idea of what it will look like for your employees. To open a Preview select Preview above the Message text. 

 

Email Samples

Depending on what authorization type your company uses, your new hire will receive a specific email after being added to Greenhouse Onboarding. 

When figuring out what your email looks like, you'll need to ask how you currently log in to Greenhouse Onboarding. Do you use: 

 

  • Google Plus - your work email is powered by Google
  • SAML - you sign in through a service like OneLogin or Okta
  • Email/Password - you have a unique password for your account

 

Depending on the service you use to login, look below for the corresponding examples.

Please Note: Your new hires will still log in via their personal email addresses, but the way your account authorization is configured will determine how we can provide a new hire access through their personal email.  

 

Google Plus & SAML

Email Subject: Your Next Step at Company Name

What Can be customized?: Text between Welcome to Company Name! and Get Started

Content Includes: Custom Text, Esignature Assignment, Manager bio, list of New Hire's assigned Teams

New Hire Experience: The new hire will click Get Started and will be automatically logged into the New Hire Experience from their email. 

Example (see attachment titled Your Next Step for full example): 

 

Email/Password: 

Subject: Password Setup Instructions

What Can be customized?: Text between Important box and Setup my Greenhouse Onboarding Account button. 

Content Includes: Custom Text, Esignature Assignment, Manager bio, list of New Hire's assigned Teams

New Hire Experience: The new hire will be assigned a username that will be visible in the email. They will click through on Setup my Greenhouse Onboarding Account, and will set their password for their account. This account will only be active before their first day. After their first day, the employee will need to reset their password for their account, and their username will change to their work email address.

Example (see attachment titled Your Next Step for full example): 

 

 

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