Types of Triggered Emails: Automate And Optimize HR Workflows

Triggered emails are a must-have for HR teams and recruiters, automating communication and making processes easier. These emails are sent automatically when a specific action or event happens, so HR doesn’t have to get involved. Whether it’s for recruitment, employee engagement, or policy updates, triggered emails get the right information to the right people at the right time. This guide looks at the types of triggered emails HR can use to save time, improve the candidate experience in recruitment, and engage employees.

What Is A Triggered Email

A triggered email is an automated email sent when a specific event or condition happens. These emails could be triggered by actions such as submitting an application, signing an offer letter, or completing an employee onboarding task. Triggered mail can also be sent based on dates, such as work anniversaries or upcoming performance reviews.

There are many types of trigger email, each for specific HR needs, whether it’s recruitment, onboarding, employee feedback, or policy updates. For example, Recruitment Software in India often has triggered email functionality to automatically update candidates about the status of their applications, so communication is timely and professional.

Types of Triggered Emails for HR

Several types of triggered emails are used by HR departments to improve internal communication and employee engagement. Each type helps to simplify HR processes, from recruitment to performance reviews and employee retention.

Welcome Emails

A welcome email is sent to new starters as soon as they join the company. This email usually contains information about the company, the team, and the next steps in the onboarding process. It sets the employee experience off on the right foot and makes sure new starters have everything they need from day one.

Example: Once an employee’s onboarding paperwork is completed, they receive a welcome email with links to company policies, an employee introduction email, and access to the employee portal.

Onboarding Emails

Onboarding is a multi-step process and onboarding emails guide new employees through it. These emails are triggered to remind new starters of tasks they need to complete, such as setting up benefits, scheduling meetings with team members, or completing mandatory training modules.

Example: A week after a new starter starts, an automated email is sent to remind them to complete their benefits enrollment and book a one-on-one with their manager. Applicant tracking systems often automate these emails to track progress seamlessly.

Performance Review Reminder Emails

Performance reviews are important for employee development and performance review reminder emails make sure these happen on time. These emails are triggered at key points in the performance review cycle, to remind both employees and managers to prepare for upcoming reviews.

Example: An email is triggered two weeks before an employee’s review is due, to remind both the employee and their manager to complete self-assessments and prepare feedback.

Engagement and Feedback Emails

Employee engagement is key to retention and engagement emails can be triggered by specific actions or inactions by employees. These emails encourage employees to complete tasks, take surveys, or provide feedback so HR can measure employee satisfaction and engagement levels.

Example: If an employee hasn’t logged into the company’s learning portal for a while, a triggered email is sent to them with personalized training suggestions to remind them to take advantage of available learning opportunities.

Policy Update Notifications

When company policies change, HR teams need to inform employees ASAP. Policy update emails are triggered whenever a major policy change is made, so all employees are aware of the changes and what they need to do.

Example: When the company introduces a new parental leave policy, an email is sent to all employees with a link to the updated policy and the key changes.

Anniversary and Milestone Emails

Celebrating work anniversaries and other employee milestones is a great way to boost morale. Anniversary emails are triggered on specific dates, such as an employee’s work anniversary or after completing major projects, to acknowledge their contributions and recognition of their achievements.

Example: An email is triggered on an employee’s first year with the company, to thank them for their hard work and offer a small reward, such as a company-branded gift or extra holiday.

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Recruitment Triggered Emails

Recruitment is one of the areas where types of triggered emails are most useful. They automate communication with candidates and make the process faster. HR teams can use several types of triggered emails to keep candidates informed and engaged throughout the recruitment process. Tools like Recruitment Software in India and Applicant Tracking Systems often integrate these emails to streamline the recruitment process.

Application Acknowledgment Emails

When a candidate applies, an automated email is sent to them to confirm the application has been received. This simple step keeps candidates informed and engaged while they wait for the next step in the process.

Example: After applying online, the candidate receives an email to confirm their resume has been received and they will be heard back from HR within a week.

Interview Scheduling Emails

Interviews can be tricky to coordinate but interview scheduling emails make it easier by allowing candidates to schedule interviews at their convenience. These emails can be linked to the recruiter’s calendar so it’s smoother for both candidates and HR teams.

Example: After passing the initial screening, the candidate receives an email with a link to schedule their interview based on available time slots that sync with the recruiter’s calendar. Applicant Tracking Systems often automate these emails to make them seamless.

Offer and Rejection Emails

Once the interview process is complete, offer emails are triggered when a candidate is selected for the role, and rejection emails are sent to those who aren’t. Automating these emails ensures every candidate gets timely communication whether they are being offered the job or declined.

Example: After the final interview, the successful candidate receives an offer email with their salary, benefits, and start date and an automated rejection email to other applicants.

Re-engagement Emails for Inactive Candidates

Sometimes candidates apply for a role but become inactive during the process. Re-engagement emails can be triggered to bring these candidates back into the process, to reapply or update their information for future roles.

Example: A candidate who applied months ago receives an email about a new job opening that matches their skills, to submit an updated application.

How to Use Triggered Emails in HR

While types of triggered emails save time and effort, use them wisely to not overwhelm the recipients. Here are some best practices for using different types of triggered emails:

Segment Your Audience

Not every email needs to go to every employee or candidate. Segment your audience based on factors like role, department, or location so that the emails they receive are relevant to their situation.

Example: Employees using Workforce Scheduling software in a department may receive triggered emails about their shift timings and schedule updates.

Timing Matters

The timing of types of triggered emails is important. Some emails like application acknowledgments need to be sent immediately while others like performance review reminders need to be timed strategically to give employees enough notice.

Personalize Where Possible

Types of triggered emails are automated, but adding a personal touch can make a big difference. Use the recipient’s name and tailor the content to their role or current stage in the recruitment or employee lifecycle. For example, if you’re communicating with someone who has submitted a Project Manager Resume, customize the message to reflect their specific skills or experience.

How Triggered Emails Help HR

Using the right triggered email can make a big impact on HR departments. By automating the mundane, HR teams can focus on the strategic and overall operations.

Less Manual Work

Sending onboarding instructions, performance reviews, and interview scheduling manually takes up hours of HR teams’ time. This allows HR professionals to focus on higher-level tasks.

Boosts Employee Engagement

Types of triggered emails can keep employees engaged by recognizing their achievements, reminding them of tasks, and soliciting feedback. These communications are timely and relevant and make employees feel valued and connected to the organization.

Improves Candidate Experience in Recruitment

For candidates timely and consistent communication is key. Automating emails like application acknowledgments, interview scheduling, and job offers ensures candidates are informed throughout the recruitment process and improves their overall experience. Recruitment Software in India can be very effective in managing these emails to ensure a positive candidate experience in recruitment.

Summary

types of triggered emails can make a big impact in both recruitment and employee management. Whether it’s sending welcome emails, scheduling interviews, or reminding employees about performance reviews, these emails ensure communication is consistent, timely, and personalized. By using the right tools like Superworks, Applicant Tracking Systems, or Recruitment Software in India, HR teams can boost engagement, improve the candidate experience, and automate daily tasks.