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Home > Guides > Administrator Guide > Communication Templates > Standard Templates > Onboarding Emails

Onboarding Emails

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The following emails are related to the Onboarding process and the employee referral payout.  The Onboarding emails are also presented under Admin > Page Builder > Applicant > Onboarding Process. 

NOTE: Many of the fields can be renamed for display on the Miscellaneous page of the applicant. So if the name below does not match the name on the Miscellaneous page of the applicant, go to Admin > Page Builder > Applicant> Miscellaneous to look up the name that is being used in the system for the screen caption to ensure the proper field is merged to the email.

NOTE: Many of the fields can be renamed for display on the Main page of the requisition. So if the name below does not match the name on the Main page of the requisition, go to Admin > Page Builder > Requisition > Miscellaneous or Admin > System Setup (for Organizational titles) to look up the name that is being used in the system for the screen caption to ensure the proper field is merged to the email.

Email to Unhired Applicants

This email sent to applicants connected to the requisition selected on the first page of the process.  It is triggered by check-marking applicants on the "Review Req/Status" page of the process and by choosing to continue to the next page in the process.

Field  Description
Name  This is the name of the email.  This is not editable.
Subject  This is the subject line of the email which the user will see.
Text/Merge Fields This is the body of the email.  Merge fields show in curly brackets { } will pull information from Cyber Recruiter to post into the email. 
Attachments     Highlight any Standard Attachment which should be sent with this email to the unhired applicants.

Merge fields can be added to the emails to make them custom to the user who will receive it.  To add a merge field, place the cursor on the page where the merge field should appear.  Then, go to the "Fields" drop-down box and find the field to add and press the "Add" button. 

Available Merge fields include:

Field  Merges ... Information 
Company Name "Company Name" stored under Admin > System Setup.
Applicant Number Automatically assigned number for the applicant. Can be used as the Self Service Login.
Applicant First Name "First Name" stored on the Demographics page.
Applicant Last Name  "Last Name" stored on the Demographics page.
Applicant Middle Name     "Middle Name" stored on the Demographics page.
Applicant Nickname "Nickname" stored on the Demographics page.
Applicant in Last Name, First Name format Name in the specified order.
Applicant in First Name Last Name format  Name in the specified order.
Applicant Street Address "Street 1" and "Street 2" stored on the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" stored on the Demographics page.
Applicant Home Phone "Home Phone" stored on the Demographics page.
Applicant Work Phone "Work Phone" stored on the Demographics page.
Applicant Work Extension "Work Extension" stored on the Demographics page.
Applicant Email Address  "Home Email" stored on the Demographics page. 
Applicant Work Email Address "Work Email" stored on the Demographics page.
Application Date "Application Date" stored on the Status/History page.
Miscellaneous Fields (1-20) Miscellaneous fields from the Miscellaneous page of the applicant file.
Req Code "Code" (typically automatically assigned) based on the job selected for the Onboarding  process.
Req Title "Job Title" stored on the Main page based on the offer on the Offer tab of the Activity page.
Date Assigned to Req "Assign Date" for this applicant to this requisition based on the job selected for the Onboarding  process.
Req Recruiter "Recruiter" saved to the General tab of the Main page based on the job selected for the Onboarding  process.
Req Manager "Manager" saved to the General tab of the Main page based on the job selected for the Onboarding  process.
Req Job Description "Job Description" stored on the 1st tab of Job Description page.
Req Requirements "Requirements" stored on the 2nd tab of Job Description page.
Req Public Job Description "Public Job Description" stored on the 3rd tab of Job Description page.
Req 'Other' Description  "Other Description" stored on the 4th tab of Job Description page.
Req FT/PT "Full-Time/Part-Time" stored on the Job Info tab of the Main Page.
Req Exempt "Exempt" stored on the Job Info tab of the Main page.
Req Salary Grade "Salary Grade" stored on the Job Info tab of the Main page based on the job selected for the Onboarding  process.
Organizational Levels (1-5) Organizational field values stored on the Job Info tab of the Main page based on the job selected for the Onboarding process.
Requisition Functional Title     "Functional Title" stored on the Job Info tab of the Main page based on the job selected for the Onboarding  process.
Miscellaneous Fields (1-20) Miscellaneous field values stored on the Misc. tab of the Main page based on the job selected for the Onboarding process.
Signature Pulls the signature block for the user sending this email from the tab stored under My Preferences.

Email to Internal Recipients

This email is sent to a list of users.  The default list is set up as part of the process definitions but can be changed during the individual new hire.  If the page is activated for use during the process, the email is triggered choosing to continue to the next page in the process.

Field  Description
Name  This is the name of the email.  This is not editable.
Subject  This is the subject line of the email which the user will see.
Text/Merge Fields This is the body of the email.  Merge fields show in curly brackets { } will pull information from Cyber Recruiter to post into the email. 
Attachments     Highlight any Standard Attachment which should be sent with this email to the internal users.

Merge fields can be added to the emails to make them custom to the user who will receive it.  To add a merge field, place the cursor on the page where the merge field should appear.  Then, go to the "Fields" drop-down box and find the field to add and press the "Add" button. 

Available Merge fields include:

Field  Merges ... Information 
Company Name "Company Name" stored under Admin > System Setup.
Applicant Number Automatically assigned number for the applicant. Can be used as the Self Service Login.
Applicant First Name "First Name" stored on the Demographics page.
Applicant Last Name  "Last Name" stored on the Demographics page.
Applicant Middle Name "Middle Name" stored on the Demographics page.
Applicant Nickname "Nickname" stored on the Demographics page.
Applicant in Last Name, First Name format Name in the specified order.
Applicant in First Name Last Name format  Name in the specified order.
Applicant Street Address "Street 1" and "Street 2" stored on the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" stored on the Demographics page.
Applicant Home Phone "Home Phone" stored on the Demographics page.
Applicant Work Phone "Work Phone" stored on the Demographics page.
Applicant Work Extension "Work Extension" stored on the Demographics page.
Applicant Email Address  "Home Email" stored on the Demographics page. 
Applicant Work Email Address "Work Email" stored on the Demographics page.
Application Date "Application Date" stored on the Status/History page.
Referral Source "Referral Source" stored on the Application page.
Source Details "Source Details" stored on the Application page.
Miscellaneous Fields (1-20) Miscellaneous fields from the Miscellaneous page of the applicant file.
Req Code "Code" (typically automatically assigned) based on the job selected for the Onboarding  process.
Req Title "Job Title" stored on the Main page based on the offer on the Offer tab of the Activity page.
Date Assigned to Req "Assign Date" for this applicant to this requisition based on the job selected for the Onboarding  process.
Req Recruiter "Recruiter" saved to the General tab of the Main page based on the job selected for the Onboarding  process.
Req Manager "Manager" saved to the General tab of the Main page based on the job selected for the Onboarding  process.
Req Job Description "Job Description" stored on the 1st tab of Job Description page.
Req Requirements "Requirements" stored on the 2nd tab of Job Description page.
Req Public Job Description "Public Job Description" stored on the 3rd tab of Job Description page.
Req 'Other' Description  "Other Description" stored on the 4th tab of Job Description page.
Req FT/PT     "Full-Time/Part-Time" stored on the Job Info tab of the Main Page.
Req Exempt "Exempt" stored on the Job Info tab of the Main page.
Req Salary Grade "Salary Grade" stored on the Job Info tab of the Main page based on the job selected for the Onboarding  process.
Organizational Levels (1-5) Organizational field values stored on the Job Info tab of the Main page based on the job selected for the Onboarding process.
Requisition Functional Title     "Functional Title" stored on the Job Info tab of the Main page based on the job selected for the Onboarding  process.
Miscellaneous Fields (1-20) Miscellaneous field values stored on the Misc. tab of the Main page based on the job selected for the Onboarding process.
Link to Print Req Provides a hyperlink to the summary report of the requisition information.
Req Notes Displays the notes connected to this requisition.
Signature Pulls the signature block for the user sending this email from the tab stored under My Preferences.

Email to Current Employees

This email sent to all applicants with the Overall Status of 'HIRED'.  It is triggered by choosing to continue to the next page in the process.

Field  Description
Name  This is the name of the email.  This is not editable.
Subject  This is the subject line of the email which the user will see.
Text/Merge Fields This is the body of the email.  Merge fields show in curly brackets { } will pull information from Cyber Recruiter to post into the email. 
Attachments     Highlight any Standard Attachment which should be sent with this email to the unhired applicants.

Merge fields can be added to the emails to make them custom to the user who will receive it.  To add a merge field, place the cursor on the page where the merge field should appear.  Then, go to the "Fields" drop-down box and find the field to add and press the "Add" button. 

Available Merge fields include:

Field  Merges ... Information 
Company Name "Company Name" stored under Admin > System Setup.
Applicant Number Automatically assigned number for the applicant. Can be used as the Self Service Login.
Applicant First Name "First Name" stored on the Demographics page.
Applicant Last Name  "Last Name" stored on the Demographics page.
Applicant Middle Name "Middle Name" stored on the Demographics page.
Applicant Nickname "Nickname" stored on the Demographics page.
Applicant in Last Name, First Name format Name in the specified order.
Applicant in First Name Last Name format  Name in the specified order.
Applicant Street Address "Street 1" and "Street 2" stored on the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" stored on the Demographics page.
Applicant Home Phone "Home Phone" stored on the Demographics page.
Applicant Work Phone "Work Phone" stored on the Demographics page.
Applicant Work Extension "Work Extension" stored on the Demographics page.
Applicant Email Address  "Home Email" stored on the Demographics page. 
Applicant Work Email Address "Work Email" stored on the Demographics page.
Application Date "Application Date" stored on the Status/History page.
Miscellaneous Fields (1-20) Miscellaneous fields from the Miscellaneous page of the applicant file.
Req Code "Code" (typically automatically assigned) based on the job selected for the Onboarding  process.
Req Title "Job Title" stored on the Main page based on the offer on the Offer tab of the Activity page.
Date Assigned to Req "Assign Date" for this applicant to this requisition based on the job selected for the Onboarding  process.
Req Recruiter "Recruiter" saved to the General tab of the Main page based on the job selected for the Onboarding  process.
Req Manager "Manager" saved to the General tab of the Main page based on the job selected for the Onboarding  process.
Req Job Description "Job Description" stored on the 1st tab of Job Description page.
Req Requirements "Requirements" stored on the 2nd tab of Job Description page.
Req Public Job Description "Public Job Description" stored on the 3rd tab of Job Description page.
Req 'Other' Description  "Other Description" stored on the 4th tab of Job Description page.
Req FT/PT "Full-Time/Part-Time" stored on the Job Info tab of the Main Page.
Req Exempt "Exempt" stored on the Job Info tab of the Main page.
Req Salary Grade "Salary Grade" stored on the Job Info tab of the Main page based on the job selected for the Onboarding  process.
Organizational Levels (1-5) Organizational field values stored on the Job Info tab of the Main page based on the job selected for the Onboarding  process.
Requisition Functional Title     "Functional Title" stored on the Job Info tab of the Main page based on the job selected for the Onboarding  process.
Miscellaneous Fields (1-20) Miscellaneous field values stored on the Misc. tab of the Main page based on the job selected for the Onboarding  process.
Signature Pulls the signature block for the user sending this email from the tab stored under My Preferences.

Email to New Hire

This email sent the newly hired employee identified on the first page of the process.  The email is triggered by choosing to continue to the next page in the process.

Field  Description
Name  This is the name of the email.  This is not editable.
Subject  This is the subject line of the email which the user will see.
Text/Merge Fields This is the body of the email.  Merge fields show in curly brackets { } will pull information from Cyber Recruiter to post into the email. 
Attachments     Highlight any Standard Attachment which should be sent with this email to the unhired applicants.

Merge fields can be added to the emails to make them custom to the user who will receive it.  To add a merge field, place the cursor on the page where the merge field should appear.  Then, go to the "Fields" drop-down box and find the field to add and press the "Add" button. 

Available Merge fields include:

Field  Merges ... Information 
Company Name "Company Name" stored under Admin > System Setup.
Applicant Number Automatically assigned number for the applicant. Can be used as the Self Service Login.
Applicant First Name "First Name" stored on the Demographics page.
Applicant Last Name  "Last Name" stored on the Demographics page.
Applicant Middle Name "Middle Name" stored on the Demographics page.
Applicant Nickname "Nickname" stored on the Demographics page.
Applicant in Last Name, First Name format Name in the specified order.
Applicant in First Name Last Name format  Name in the specified order.
Applicant Street Address "Street 1" and "Street 2" stored on the Demographics page. 
Applicant City, State/Province, Zip/Postal "City", "State/Provence" and "Zip/Postal Code" stored on the Demographics page.
Applicant Home Phone "Home Phone" stored on the Demographics page.
Applicant Work Phone "Work Phone" stored on the Demographics page.
Applicant Work Extension "Work Extension" stored on the Demographics page.
Applicant Email Address  "Home Email" stored on the Demographics page. 
Applicant Work Email Address "Work Email" stored on the Demographics page.
Application Date "Application Date" stored on the Status/History page.
Referral Source "Referral Source" stored on the Application page.
Source Details "Source Details" stored on the Application page.
Miscellaneous Fields (1-20) Miscellaneous fields from the Miscellaneous page of the applicant file.
Req Code "Code" (typically automatically assigned) based on the job selected for the New Hire process.
Req Title "Job Title" stored on the Main page based on the offer on the Offer tab of the Activity page.
Date Assigned to Req "Assign Date" for this applicant to this requisition based on the job selected for the New Hire process.
Req Recruiter "Recruiter" saved to the General tab of the Main page based on the job selected for the New Hire process.
Req Manager "Manager" saved to the General tab of the Main page based on the job selected for the New Hire process.
Req Job Description "Job Description" stored on the 1st tab of Job Description page.
Req Requirements "Requirements" stored on the 2nd tab of Job Description page.
Req Public Job Description "Public Job Description"stored on the 3rd tab of Job Description page.
Req 'Other' Description  "Other Description" stored on the 4th tab of Job Description page.
Req FT/PT "Full-Time/Part-Time" stored on the Job Info tab of the Main Page.
Req Exempt "Exempt" stored on the Job Info tab of the Main page.
Req Salary Grade "Salary Grade" stored on the Job Info tab of the Main page based on the job selected for the New Hire process.
Organizational Levels (1-5) Organizational field values stored on the Job Info tab of the Main page based on the job selected for the New Hire process.
Requisition Functional Title     "Functional Title" stored on the Job Info tab of the Main page based on the job selected for the New Hire process.
Miscellaneous Fields (1-20) Miscellaneous field values stored on the Misc. tab of the Main page based on the job selected for the New Hire process.
Signature Pulls the signature block for the user sending this email from the tab stored under My Preferences.

Employee Referral Bonus Due

This email is designed to work in conjunction with the Alert titled 'Employee Referral Bonus Due in 7 7 Days'.  This email should be filled in prior to the alert setup so that if the alert is triggered the email has valid information for review.

Available Merge fields include:

Field  Merges ... Information 
Referral Information All of this information will be found when the 'Applicant' record is reviewed.

 First Name of Referred "First Name" stored on the demographics page.

 Last Name of Referred "Last Name" stored on the demographics page.

 Home Phone of Referred "Home Phone" stored on the demographics page. 

 Email of Referred "Home email" stored on the demographics page.

 Work Phone of Referred "Work Phone" stored on the demographics page.

 Work Extension of Referred "Work Extension" stored on the demographics page.

 Resume of Referred "Resume" stored on the resume page.

 Referral Relationship  

 Referral Note "Note" stored on the notes page related to the employee referral submission.
   
Employee Information All of this information will be found when reviewing the 'Employee' who is connected on the 'Applicants' Application page.

 Referrer's First Name "First Name" stored on the demographics page.

 Referrer's Last Name "Last Name" stored on the demographics page.

 Referrer's Email "Email" stored on the demographics page.

 Referrer's Work Phone "Work Phone" stored on the demographics page.

 Referrer's Work Extension "Work Extension" stored on the demographics page.
   
Bonus Information All of this information will be found when the 'Applicant' record is reviewed.

 Bonus Amount "Bonus Amount" stored on the Employee Referred Page

 Bonus Date "Bonus Date" stored on the Employee Referred Page
   
System Information  

 Current Date Date connected to the date/time this email is generated.

 Current Time Time connected to the date/time this email is generated.

 Link to Login Page Link to the login page of Cyber Recruiter.


See also