Email Notifications

ShiftCareHR sends automated email notifications to employees and administrators at key points throughout the HR lifecycle. These notifications keep everyone informed in real time — from the moment a candidate applies, through onboarding, day-to-day operations, and offboarding.

Email notifications are system-generated and triggered automatically when specific actions occur. No manual setup is required — once the corresponding feature is used (e.g., approving leave, publishing a job listing, starting offboarding), the relevant email is sent to the appropriate recipient.

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All notification emails are sent to the employee's registered email address. A copy is retained in the system for audit and record-keeping purposes.

Onboarding

Company Onboarding

Sent to a new employee when their account is created and onboarding begins. This email welcomes them to the organization and provides initial login or setup instructions.

Recruitment

These notifications keep candidates informed at every stage of the hiring pipeline. Each email is triggered automatically when HR moves a candidate to the next stage.

Application Received

Sent to a candidate immediately after they submit an application through the Careers page or are manually added by HR. This confirms their application was received and is under review.

Shortlisted

Sent when a candidate is moved to the Shortlisted stage, notifying them that they have progressed past initial screening.

Interview

Sent when an interview is scheduled for the candidate. The email includes the interview date, time, format, and any preparation details.

You're Hired

Sent to the candidate when a hiring decision is made in their favor. This email communicates the offer and next steps.

Onboard

Sent to the newly hired employee to kick off the onboarding process, including instructions for completing required documentation and accessing the system.

Leave Requests

These notifications keep both employees and approvers informed about the status of leave requests.

Leave Request Submitted

Sent to the designated approver (manager or HR) when an employee submits a new leave request. The email includes the leave type, dates, and duration.

Leave Request Approved

Sent to the employee when their leave request has been approved by HR or their manager.

Leave Request Rejected

Sent to the employee when their leave request has been declined. The email may include the reason for rejection.

Announcements

Announcement Notice

Sent to employees when a new company-wide announcement is published by HR. This ensures important communications reach employees even if they are not logged into the system.

Goals and Performance

Add Goal

Sent to an employee when a new performance goal or target is assigned to them by their manager or HR.

Completed Goal

Sent when a goal is marked as completed, notifying the relevant parties of the achievement.

Offboarding

Kick Off Offboarding

Sent to the employee and relevant HR staff when the offboarding process is initiated for a departing employee. This outlines the steps and timeline for their departure.

Offboarding Complete

Sent once all offboarding steps have been completed, confirming that the employee's departure process is finalized.

Termination

Termination Notice

Sent as part of the employment termination process. This notification is generated when a termination action is executed in the system.

Security and Account

Two-Factor Authentication (2FA)

Sent to the employee when two-factor authentication is enabled or when a 2FA verification code is required during login.

Forgot Password

Sent when an employee requests a password reset. The email contains a secure link to create a new password.

Policy

Policy Reminder — Remind to Complete

Sent to employees who have not yet acknowledged or completed a required company policy. HR can trigger reminders from the Policy Management module.

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Notification Reference Table

The table below provides a quick reference for all automated email notifications in the system.

Category	Notification	Trigger	Recipient
Onboarding	Company Onboarding	Employee account created	New employee
Recruitment	Application Received	Candidate applies or is added	Candidate
Recruitment	Shortlisted	Candidate moved to shortlist	Candidate
Recruitment	Interview	Interview scheduled	Candidate
Recruitment	You're Hired	Hiring decision made	Candidate
Recruitment	Onboard	Onboarding initiated for new hire	New employee
Leave	Request Submitted	Employee submits leave request	Approver (HR/Manager)
Leave	Request Approved	Leave request approved	Employee
Leave	Request Rejected	Leave request declined	Employee
Announcements	Notice	New announcement published	All employees
Performance	Add Goal	Goal assigned to employee	Employee
Performance	Completed Goal	Goal marked complete	Employee / Manager
Offboarding	Kick Off Offboarding	Offboarding process started	Employee / HR
Offboarding	Offboarding Complete	All offboarding steps done	Employee / HR
Termination	Termination Notice	Termination executed	Employee
Security	2FA Code	2FA enabled or login verification	Employee
Security	Forgot Password	Password reset requested	Employee
Policy	Remind to Complete	HR sends policy reminder	Employee

Where to find related features

Each notification type is tied to a specific module. For detailed instructions on the features that trigger these emails, see:

• Recruitment — Application, Shortlisted, Interview, Hired, Onboard
• Leave Management — Submitted, Approved, Rejected
• Announcements — Announcement Notice
• Performance Management — Add Goal, Completed Goal
• Employee Offboarding — Offboarding Start, Complete
• Policy Management — Policy Reminder
• Company Settings — 2FA, Security Settings