Notification FAQs

What is the difference between Alerts, Scheduled Reminders, and Welcome Emails?

Alert notifications contain a trigger point. When the new hire meets all of the requirements and the trigger point is met, then the notification is sent immediately.
Scheduled Reminders are sent based on a set schedule that you choose. You may enter up to 10 days that you would like a reminder to be sent out. You may also choose a stop date of when the reminder should stop being sent. These emails are sent based on an interval between the days that you specifically set.
Welcome Emails are always sent to the new hire when launched and can be configured down to specific processes or qualifiers.

Can I remove notifications that I have created?

Yes, you can remove any custom created Alerts, Scheduled Reminders, or Welcome Emails that are published or a draft.

Can notifications be sent after the new hire has been completed?

No, once a new hire is in a completed status, email notifications will no longer be sent out. Email notifications are only sent for new hires in a status other than completed.

Can I send email notifications from someone other than the default sender?

Yes, on the email step of a notification, you can select Other Email Sender and enter a name and email address, or an applicable merge tag.

Note:

If your organization went live with UKG Pro Onboarding after November 1, 2022, the sender Email Address field is not available.

Why can some notifications be deactivated and not others?

You are unable to deactivate the following notifications: Default Welcome Email, Provisioning, Consent, Mentor Assigned, New Hire Tasks Completed. These notifications have been deemed necessary to Onboarding and therefore cannot be deactivated.

What is the difference between default and created by user notifications?

Default notifications are system delivered. These are notifications that have been created for you and many of them can be deactivated if you do not wish to use them. Created by User notifications are specifically created by Onboarding administrators.

Can I add merge tags to the To field of a notification?

All notifications that have an editable To field in the email step can include applicable merge tags. Applicable merge tags can also be added to all other available text fields such as Subject.

What are Categories and how do I use them?

Categories help to group and filter notifications. There is a limit of 10 categories that can be created in the Advanced Settings tab. Initially, all notifications are grouped with the General category. If you remove a category, then all notifications assigned to that category are moved to the General category.

What time are reminders sent?

Reminders are scheduled to be sent once a day in the morning. The Onboarding administrator determines the day that the reminder will be sent in the Schedule step when configuring reminders.

Are notifications audited?

Yes. The following actions are audited with regard to custom notifications:

Creating, Deleting, or Editing a category.
Activating or Deactivating a notification.
Removing or Deleting a published notification.

If a new hire's start date changes, does that mean you have to manually send reminders?

If the new hire's start date changes, the system automatically adjusts to send reminders based on the new start date.

What Alert Triggers are available?

Initial Review – Triggers when a new hire is entered into Onboarding manually, is imported from UKG Pro Recruiting, or imports from any third-party recruiting software to Onboarding.
Launched – Triggers when an Onboarding owner launches a new hire record from Onboarding.
Final Review - Triggers when a new hire submits their onboarding paperwork for the first time.
Process Hires - Triggers when a new hire is sent from Onboarding to the UKG Pro solution.

Why are we unable to alert on every data point in our Onboarding environment?

The Qualifiers and Additional Conditions available in the multi-step notification wizard were selected based on customer research and feedback. If there is a specific data point that you would like to set up a notification for, please submit an idea in the Ideas portal.

Can I create an alert for new hires that come into Onboarding with Initial Review status?

Yes, you can create a custom email alert notification with Initial Review as the trigger point. The Initial Review trigger point will not send an email if a process is selected on the Processes step. You must remove all process selections for this alert notification to be sent.

Is the Schedule step set up in business days?

The Reverification Expiration reminder is set up in business days. All other reminders and notifications are set up in calendar days.

Why do some notifications have three total steps and others have seven?

Some default notifications may have three steps; this is to simplify the overall process of using this notification. You will not have the ability to edit the Processes or Qualifiers steps. Other notifications may have seven steps so that you can specify the exact details of who should qualify to receive these notifications.

If I turn off the Welcome Email in my Onboarding process, will my additional custom Welcome Email still be sent?

If your Onboarding process does not have the Welcome Email enabled, the system respects the setup and no Welcome Email is sent.

Can I add branding to my custom Welcome Email?

You can insert an image or logo in the Welcome Email. Merge fields allow you to further customize details.

Can I add attachments to the Welcome Email?

At this time email attachments are not available; however, links and images can be added within the body of the message.

How do I add an image to the Welcome Email?

Use the link icon located in the rich text editor toolbar of the email template to add images to the Welcome Email.

Is there a limit to the number of characters in an email?

There is not a character limit; however, the maximum size of an email is 5 megabytes, including images.