TalentHR lets you customize the content of system-generated notification emails, so they better align with your company’s tone, branding, and communication style.
You can edit the subject and message body of most system emails, use smart tags to dynamically insert information, and customize your email footer.
To customize a system email:
1. Sign in to your TalentHR account as an Admin or HR Manager, and click Settings (1).
| Note: Only Admins and HR Managers (or custom roles with the Manage notifications permission) can access and edit system notifications. |
2. Go to Notifications (2).
3. Make sure you’re on the System emails (3) tab.
4. Find the notification you want to edit and click the Edit (4) icon.
In the Edit system email (5) window, you can:
- Modify the Subject line.
- Edit the Message body using the rich-text editor.
- Insert Smart tags (6) to dynamically display information such as employee name, company name, expiration date, and more.
- Send yourself a test email (7) to preview how the notification will appear before saving.
| Note: Note: When sending yourself a test email, any smart tags and links will not be populated. |
5. Click Save (8) to apply your changes.
Using Smart tags
Smart tags automatically populate emails with dynamic information.
Different smart tags are available depending on the notification type, such as:
- Related user first name
- Company name
- Domain name
- Document name
- Due date
- Domain URL
- Domain logo
To insert a smart tag:
1. Click Smart tags (1) inside the Subject or Message field.
2. Select the tag (2) you want to insert.
The system will automatically replace the tag with the appropriate value when the email is sent.
Customizing the email footer
You can also edit the footer that appears in all system emails.
To customize the footer:
1. As an Admin or an HR Manager, go to Settings (1).
2. Click Notifications (2).
3. Click Email footer (3).
4. Edit the footer content (4) using the editor.
5. Use Smart tags (5) if needed.
6. Click Save (6).
The updated footer will apply to outgoing system notifications.
Viewing notification history & resending notifications
The History (1) tab allows you to review previously sent system emails for auditing and tracking purposes, and resend notifications to your people when necessary.
Next to any previously sent email, you can:
- Click the Resend (2) icon to resend the notification to its recipient.
- Click the Preview (3) icon to view the notification.
Customizing system notifications helps ensure consistent communication across your organization while keeping important system updates clear and aligned with your company’s voice.