Notifications

Onboarding automatically sends email notifications at different points in the onboarding process. A library of system-delivered alerts and reminders is available that can be customized based on your company’s communication preferences.

Navigation: Settings > Notifications

Notification Library

To create an Alert, Scheduled Reminder, or Welcome Email, select the Add button.
To customize a notification, select the notification Title and make necessary modifications.
To activate a notification, select the Actions menu, then select Activate.
To deactivate a notification, select the Actions menu, then select Deactivate.

Note:

The following notifications are essential to the Onboarding process and cannot be deactivated: Welcome Email, Consent Withdrawal, Mentor Assigned, New Hire Tasks Completed, Provisioning Request, and Provisioning Summary.
Activation changes made to notifications will take effect the following day.

Image displays an overview of the Notifications Settings page in Onboarding.

Advanced Settings

The Global Email Settings and Category List are configured at the Advanced Settings tab.

Enter the Sender Name and Email Address to be used as the default when "Other Sender" is not specified.
Note:

If your organization went live with UKG Pro Onboarding after November 1, 2022, the sender Email Address field is not available.
To add a category, select Add Category. Up to 10 categories can be created to structure notifications into groupings to improve searchability.

Image displays the Advanced Settings tab of notification settings.

Alerts

The following system-delivered alerts are available in the Notification Library:

Assign Authorized I-9 Reviewer – Sent to the authorized reviewer's email address.
Assign Onboarding Owner — Sent to an assigned email address when a new hire is ready to start the Onboarding process but does not have an Onboarding owner assigned. This notification is enabled for all Onboarding processes.
Consent Withdrawal – Personal Data — Sent to the Onboarding owner when a new hire withdraws personal data consent.
Employee Number Allocated — Sent to the Onboarding owner anytime an employee number is allocated for a hire.
I-9 Correction Completed – Authorized Reviewer — Sent to the authorized Form I-9 reviewer's email address. If the email address is no longer valid, then the alert is sent to the Onboarding owner.
I-9 Correction Completed – Onboarding Owner — Sent to the new hire's Onboarding owner once the new hire has made the necessary changes to their Form I-9.
I-9 Correction Requested — Sent to the new hire when their Onboarding owner requests that changes be made to their Form I-9.
Mentor Assigned — Sent to the assigned mentor when a new hire indicates they are interested in being mentored.
New Hire Assigned — Sent to the Onboarding owner when a new hire is initially assigned and ready to start the Onboarding process.
New Hire Bulk Assignment — Sent when more than one new hire is assigned to an Onboarding owner. Two options are available for emails: count or names of assigned/reassigned new hires.
New Hire Edited — Sent to a new hire when an Onboarding owner edits the new hire, bringing them back to the Initial Review step.
New Hire Tasks Completed — Sent to the Onboarding owner once the new hire has completed their Onboarding tasks.
Provisioning Request — Sent to the identified person for each provisioning item that an Onboarding owner selects when launching a new hire.
Provisioning Summary — Sent to the identified person with a summary of the provisioning items selected by the Onboarding owner when launching a new hire.
Re-Assigned Onboarding Owner — Sent to the newly assigned Onboarding owner whenever the new hire is reassigned.
Welcome Email — Sent to the new hire when they are launched by their Onboarding owner.

Scheduled Reminders

The following system-delivered reminders are available in the Notification Library:

Bring Form I-9 Eligibility Documentation
- Sent to the new hire when they have not yet completed Form I-9 tasks.
- By default, a reminder is sent out three times if necessary – 10 days, 3 days, and 2 days before the start date.
Form I-9 Section 2 Incomplete
- Sent to the Onboarding owner when the new hire has completed Form I-9 Section 1 step. Form I-9 must be submitted within three business days from the new hire's start date.
- By default, a reminder is sent out twice if necessary – 3 days before the start date (if in Final Review Status), and 1 day after the start date.
New Hire Tasks Incomplete
- Sent to the new hire when they have not yet completed their Onboarding tasks.
- By default, a reminder is sent three days before the start date if necessary.
Reverification Expiration
- Sent to the Onboarding owner as a reminder for employees that have expiring Employment Documents and/or Receipts within 90 days or less.
Submit to E-Verify - Draft Status
- Sent to the Onboarding owner when a new hire’s E-Verify record is still in the Case Draft status and not been submitted for processing.
- By default, reminder will be sent twice if necessary – on the start date, and 3 days after the start date.

Notification Overview

The following table displays the available options for each alert and reminder.

Notification	Is the content of the notification editable?	Is the recipient of the notification editable?	Can you set the schedule for the notification?	Can you assign the notification to processes and qualifiers?	Can you activate or deactivate the notification?	Can you create a draft or remove the notification?
Assign Authorized I-9 Reviewer	Yes	No	No	No	Yes	No
Assign Onboarding Owner	Yes	Yes	No	No	Yes	No
Bring Form I-9 Eligibility Documentation	Yes	Yes	Yes	Yes	Yes	Yes
Consent Withdrawal - Personal Data	Yes	No	No	No	No	No
Employee Number Allocated	Yes	Yes	No	No	Yes	No
Form I-9 Section 2 Incomplete	Yes	Yes	Yes	Yes	Yes	Yes
I-9 Correction Completed - Authorized Owner	Yes	No	No	No	Yes	No
I-9 Correction Completed - Onboarding Owner	Yes	No	No	No	Yes	No
I-9 Correction Requested	Yes	No	No	No	Yes	No
Mentor Assigned	Yes	No	No	No	No	No
New Hire Assigned	Yes	Yes	No	No	Yes	No
New Hire Edited	Yes	No	No	No	No	No
New Hire Tasks Completed	Yes	No	No	No	No	No
New Hire Tasks Incomplete	Yes	Yes	Yes	Yes	Yes	Yes
Provisioning Request	Yes	No	No	No	No	No
Provisioning Summary	Yes	No	No	No	No	No
Re-Assigned Onboarding Owner	Yes	No	No	No	Yes	No
Reverification Expiration	Yes	Yes	Yes	Yes	Yes	Yes
Submit to E-Verify - Draft Status	Yes	Yes	Yes	Yes	Yes	Yes
Welcome Email - Add Custom	Yes	Yes	No	Yes	Yes	Yes
Welcome Email - Default	Yes	Yes	No	No	No	No