Before we delve into the various emails that your staff member may receive, let's review where to check if they have email notifications on and how to enable them if they are not.
As this will be specific to your staff member, you can search for them directly via the search in the navigation bar or search for them via the Staff screen.
Once on your staff member's profile, go to the employment tab.
On this page, go to the section labeled notification status. This is where you can select the notification method.
Note: Employee receives an email from WorkBright on their 'Notification Start Date'. The email sent will depend on whether they've signed in to WorkBright before. If a notification was not delivered, WorkBright provides visual indicators to help you identify the issue. A bounce indicator (red envelope icon) will appear next to the staff member’s name on the staff page and in their profile if an email or text was not delivered. If there is no bounce flag and the notification start date has passed, the notification was successfully delivered. If a welcome email is not received, you can resend the email, add additional contact information such as a phone number to the employee's notifications, and review the onboarding process for potential notification issues. Monitor delivery after resending the email to ensure successful notification.
Now that the Notification Method has been confirmed, let's look at the emails they might receive.
Managing Notifications in Embedded Setups
For organizations using an embedded implementation of WorkBright, notifications are managed within your own system rather than being sent directly by WorkBright. To ensure proper notification delivery:
Configure notification settings in your embedded system’s settings or workflow.
Verify that your system is set up to send notifications to the intended recipients. This approach allows you to maintain full control over the notification process within your integrated environment.
Initial Access Email
The employee has not signed in to WorkBright before, either with your organization or any other company. They have not set a password, and will be asked to do this as their first step.
Prior Access Email
The employee has signed into WorkBright before, either with your organization or another company. They are welcome to sign in to the account. They have already set a password, and will not be asked to set this again.
Form Reminder Emails
When an employee has required forms due soon, they will receive periodic reminders to complete these forms.
Reminders are sent relative to the most recent due form, due 10 days, 5 days, 2 days, tomorrow, and today.
Late reminders are sent every 3 days and cease after 30 days.
New Submission Requested
The employee is sent an email if a new submission is requested. Emails are delayed 15 minutes to allow other requests to accumulate. If you request 10 submissions individually, we don't want to send 10 separate emails.
Email is only sent to employees who are actively employed and are receiving notifications.
Requesting a new submission will also trigger the periodic Form Reminder Emails described above.
Submission Rejected Email
If a submission is rejected, the employee will receive an email to redo the form.
Requesting a new submission will also trigger the periodic Form Reminder Emails described above.
Reset Password Email
Employee receives an email to reset their password.
I-9 Has Been Accepted Email
Employee is notified about missing forms with reminder emails.
For text notifications, please review this article.
Troubleshooting Email-Related Issues
Common Scenarios and Solutions
Incorrect Email Address Added for a Staff Member
If a staff member was added with an incorrect email address and did not receive the welcome email, or cannot access forms, you can resolve this by:
Editing the Email Address: Update the staff member's profile with the correct email address.
Deleting and Re-Adding the Profile: If no forms have been completed by the staff member, delete their profile and add them again with the correct email address. After making the correction, resend the welcome email. If the issue persists, use the delete and re-add method.
Error: Email Address Already Exists for Another User
This error occurs when the email address is associated with another account, often due to the employee being a crossover employee (having accounts with multiple agencies). To resolve this:
If the employee has not started any paperwork, delete their profile and re-add them following the instructions in WorkBright's help article about crossover employees.
Employee cannot Be Found in the System
If an employee cannot be located under a specific email address:
Confirm whether the employee is using a different email address.
Check if the email address was recently updated.
Search for the employee profile using their name or update the email on file.
Steps for Resending Notifications
Resending Welcome Emails or Texts
To resend a welcome email or text to an employee:
Navigate to the employee's employment tab in WorkBright.
Change the notification date to the current date.
This action will trigger a new notification to be sent to the employee's updated contact information.
Resending Welcome Emails for New Hires
If a new hire did not create their login information and needs the welcome email resent, follow the instructions provided in WorkBright's help article.