Automatic Email Notifications in BambooHR

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Article Text

BambooHR automatically sends system-generated email notifications for certain features to keep employees and administrators informed. Most notifications are triggered by specific actions or deadlines and cannot be turned off. However, some Applicant Tracking notifications depend on user settings and can be enabled or disabled within that feature.

Table of Contents

Overview
Email notifications

Overview

Email alerts are separate from automatic email notifications. You can manage email alerts in Settings > Email Alerts to choose who receives them.

BambooHR sends automatic email notifications based on the features enabled in your account. These notifications help ensure important updates, reminders, and confirmations are delivered at the right time.

Most automatic email notifications are system-generated and cannot be turned off or deleted. However, some Applicant Tracking (ATS) notifications depend on user settings (such as collaborator email preferences) and can be enabled or disabled within the feature.

Email notifications from BambooHR are sent from notifications@app.bamboohr.com. The sending address cannot be changed.

Some notifications are triggered by multiple conditions and may not be sent instantly. If you do not see a notification right away, check again in a few hours.

Email notifications

The table below lists automatic email notifications by feature, including when they are sent and who receives them. When "Admins" are listed as recipients, this includes both the Account Owner and any users assigned to the Full Admin access level in BambooHR.

Access Levels

Help Guides

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
New Full Admin User	Immediately when a new Full Admin user is added	Account Owner and Admins	Yes	Preferred Name
Post-Employment Access Granted	Immediately when an employee is added to the Post-Employment access level	Former Employees	Yes	First Name
Post-Employment Access Ended	Immediately on access expiration date or upon removal from the Post-Employment Access access level	Former Employees	No	First Name

Applicant Tracking System (ATS)

Help Guide: Applicant Tracking Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
New Candidate	Immediately when a candidate applies or is manually added (excluding automatically disqualified candidates)	Hiring Lead and Job Creator	Yes (You can select a user without access as hiring lead, but they will not receive emails about new candidates.)	Preferred Name
New Collaborator	Immediately when a collaborator is added (if “Notify people via email” is selected)	The user added as collaborator	Yes	Preferred Name
Collaborator Comment	Immediately when another collaborator comments on a candidate	Hiring Lead, Job Creator, and Collaborators (if email notifications are enabled via envelope icon)	Yes (users without access will not receive collaborator notifications)	Preferred Name
Updated Status and Comment	Immediately when a candidate’s status is updated and a comment is included	Hiring Lead, Job Creator, and Collaborators (if email notifications are enabled via envelope icon)	Yes	Preferred Name
Application Submitted Confirmation	Immediately after a candidate submits an application	Candidate	No	First Name
Email Reply from Candidate	Immediately when a candidate replies to an email sent through BambooHR	The user who originally emailed the candidate	Yes	Preferred Name
Offer Letter (Candidate)	Immediately when an offer letter is sent	Candidate	No	First Name
Offer Letter Accepted (Candidate and Recruiter)	Immediately after the candidate signs the offer letter	Candidate and the user who sent the offer letter (Recruiter)	Candidate: No Recruiter: Yes	First Name
Calendar and Video Conferencing Setup	Immediately after the employee or non-employee user is added to calendar and video access in Settings > Hiring	The employee or non-employee user added to calendar and video access	Yes	Preferred Name
Self-Scheduling Interview Invitation	Immediately when an interview invitation email is sent through the Send a Self-Scheduling Link option on a candidate's profile	Candidate	No	Depends on email template placeholders being used
Add Interview to Calendar	Immediately when the candidate submits their interview time slot	Candidate	No	Preferred Name
Confirmed Interview	Immediately when the candidate submits their interview time slot	Candidate and any other attendees (interviewers)	Candidate: No Other attendees: Yes	First Name
Canceled Interview	Immediately when an admin (or attendee besides the candidate) deletes an interview and uses the "Let me send an email to [Candidate Name]	Candidate	No	First Name

Benefits Administration

Help Guide: Benefits Administration Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Benefits Enrollment Starts Soon	8:15 AM (company timezone) 3 days before the enrollment window opens	Employee	Yes	None
Ready, Set, Enroll	8:15 AM (company timezone) on the enrollment window start date	Employee	Yes	None
Enrollment Ends in 3 Days	8:15 AM (company timezone) 3 days before the enrollment window closes (if elections not yet submitted)	Employee	Yes	None
Your Benefits Are In	Immediately when the employee submits their benefit elections	Employee	Yes	None
You Are Good to Go	Immediately when admin approves the employee’s benefit elections	Employee	Yes	None
Benefits Updated	Immediately when an admin makes changes to the employee’s approved elections	Employee	Yes	None
New Employee Elections Submitted	8:15 AM (company timezone) when employee elections have been submitted but not yet approved within the last 24 hours	Admins and custom access level users with access to Settings > Benefits	Yes	None
Benefit Change Request Submitted (QLEs)	Immediately when an employee submits a qualifying life event (QLE) benefit change request	Admins	Yes	First Name
Benefit Change Request Denied (QLEs)	Immediately when an admin denies the employee’s QLE request	Employee	Yes	Preferred Name
New Comment in Benefit Change Request (QLEs)	Immediately when a comment is added to a QLE request	If admin comments: Employee If employee comments before any admin response: All admins If employee replies after an admin comment: Only the admin who previously commented	Yes	Preferred Name

Benefits Tracking

Help Guide: Benefits Tracking Email and Inbox Notifications

Note: If you are using our benefits add-on, BambooHR®Benefits Administration, you will also receive the standard Benefits Tracking email and inbox notifications.

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Benefit Plans Are Up for Renewal	30 days and 10 days before a benefit plan expires at 12:01 AM (company timezone)	Admins and custom access level users with access to Settings > Benefits	Yes	Preferred Name
Some Employee Benefits Need Your Attention (Inbox Reminder)	The following day if at least one benefits inbox notification is still incomplete	Admins who have incomplete benefits inbox notifications	Yes	Preferred Name

Email Notification

When is the email notification sent?

Who receives the email notification?

Requires BambooHR access to receive?

Display Name

Benefit Plans Are Up for Renewal

30 days and 10 days before a benefit plan expires at 12:01 AM (company timezone)

Admins and custom access level users with access to Settings > Benefits

Yes

Preferred Name

Some Employee Benefits Need Your Attention (Inbox Reminder)

The following day if at least one benefits inbox notification is still incomplete

Admins who have incomplete benefits inbox notifications

Yes

Preferred Name

Compensation

Help Guide: Compensation Planning

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
First Email to Admins	Immediately when comp cycle is launched	Admins	Yes	First Name
Introduction Email - Recommenders	3 days before recommendations are due	Compensation Recommenders	Yes	First Name
Introduction Email - Approvers	3 days before approvals are due	Compensation Approvers	Yes	First Name
Final Email to Admins	Immediately when all recommendations and approvals have been submitted	Admins	Yes	First Name

Employee Satisfaction

Help Guide: Employee Satisfaction Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Employee Satisfaction Introduction	8 AM (company timezone) on the selected date in Settings > Employee Satisfaction	All active employees	Yes	"Team"
Employee Satisfaction Survey	8 AM (company timezone) on the next business day after the selected date in Settings > Employee Satisfaction	Employee	Yes	None
Employee Satisfaction Survey Completion Reminder	8 AM (company timezone) one day before the end of the six-business-day survey completion period	Employees who have not completed the survey	Yes	-
Employee Satisfaction Survey Cycle Reminder	2 weeks before the next Employee Satisfaction survey cycle at 8 AM (company timezone)	Admins	Yes	First Name

Employee Self-Onboarding

Help Guide: Employee Self-Onboarding Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Getting Started Welcome Invitation	Immediately	Employee	No	First Name
Complete Onboarding Reminder	Two weeks before the employee's hire date A week before the employee's hire date Three days before the employee's hire date	Employee	-	-
Review Get to Know You Questions	Immediately	Admins	Yes	None
Welcome New Hire	Runs at 12 AM, 6 AM, 12 PM, and 6 PM UTC each day	All employees	No	"Team"

Employee Wellbeing

Help Guide: Employee Wellbeing Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Employee Wellbeing Survey	8 AM (company timezone) on the scheduled survey start date	Employee	Yes	"Team"
Employee Wellbeing Survey Reminder	8 AM (company timezone) 2 days before the survey due date	Employee	Yes	"Team"

E-Signatures

Help Guide: E-Signature Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Signature Request	Immediately when a signature is requested	The designated signer	Yes (must be an active employee in BambooHR)	Preferred Name
Signature Request Reminder	Immediately when a reminder is manually sent from the Signed Documents report for an incomplete signature	The signer who has not yet completed their signature	Yes	Preferred Name
Signature Request (Additional Signer)	Immediately after the previous signer completes their signature	The next designated signer in the signing order	Yes (must be an active employee in BambooHR)	Preferred Name
Manager Comment	Immediately	Admins		Preferred Name
Signed Document Completion	Immediately after all required signers have completed the document	All completed signers & the requester	Yes	First Name

Performance Management

Assessments

Help Guide: Assessment Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Time to Review Assessment Questions	10 days before the next review period at 7 AM (company timezone)	Admins	Yes	Preferred Name
Self Assessment Notification	30, 10, 3, and 1 day(s) before the assessment due date at 7 AM (company timezone)	The employee completing the self assessment	Yes	Preferred Name
Manager Assessment Notification	30, 10, 3, and 1 day(s) before the assessment due date at 7 AM (company timezone)	The employee’s assigned manager (Reports To)	Yes	Preferred Name
Self Assessment Completion	Immediately after an employee submits their self assessment	The employee’s assigned manager (Reports To)	Yes	Preferred Name
Manager Assessment Completion	Immediately after submission, or at 7 AM (company timezone) if scheduled for future publishing	The employee	Yes	Preferred Name
Skipped Assessment	Immediately when a manager skips the assessment within a review period	The employee	Yes	-
Impromptu Assessment Started	Immediately when a manager starts an impromptu assessment	The employee	Yes	-
Impromptu Assessment Canceled	Immediately when a manager cancels an impromptu assessment	The employee	Yes	-

Feedback

Help Guide: Feedback Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Request Feedback	7 AM (company timezone) on the start date of the feedback review period	The employee’s manager (Reports To)	Yes	Preferred Name
Request Feedback Reminder	If a manager has not selected any employees after 14 days from the start of the feedback review period	The manager who has not selected employees	Yes	-
Give Feedback	Immediately after a manager submits a feedback request	The selected employee reviewer	Yes	Preferred Name
Give Feedback Reminder	7 AM (company timezone) on the 13th day after the request, if feedback has not been submitted	The selected employee reviewer	Yes	-
Feedback Complete	Immediately after feedback is submitted	The requesting manager	Yes	Preferred Name

Goal Tracking

Help Guide: Goal Tracking Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Goal Progress Reminder	7 AM (company timezone) on the first Monday of the month	The employee assigned to the goal	No—sent regardless of BambooHR access level settings	Preferred Name
Your Team's Goal Progress	7 AM (company timezone) when there are updates to direct reports' goals	The manager of employees with updated goals (Reports To)	Yes	Preferred Name
New Comments on Goal	6 PM (company timezone) when a comment is added to the employee's goal	The employee assigned to the goal	Yes	Preferred Name
Shared Goal	Immediately when a goal is shared	The employee the goal is shared with	Yes	Preferred Name
Unshared Goal	Immediately when an employee is removed from a shared goal	The employee removed from the goal	Yes	Preferred Name
Goal Changes	6 PM (company timezone) on the day changes are made	The employee assigned to the goal	Yes	Preferred Name
Goal Due Soon	7 AM (company timezone) at 90% of the duration between the last due date change and the current due date	The employee assigned to the goal	Yes	Preferred Name
Goal Due Today	7 AM (company timezone) on the goal's due date	The employee assigned to the goal	Yes	Preferred Name
Completed Goal	Immediately when a goal is marked complete	Managers (Reports To), individuals with shared access, and goal commentators. If someone completes the goal on behalf the employee, the employee will also receive the notification.	Yes	Preferred Name
Closed Goal	Immediately when a goal is closed	Managers (Reports To), individuals with shared access, and goal commentators. If someone closes the goal on behalf the employee, the employee will also receive the notification.	Yes	Preferred Name
Shared Goal Complete	Immediately when a shared goal is completed	Managers (Reports To), individuals with shared access, and goal commentators	Yes	Preferred Name
Sub Goals Complete	Immediately when all supporting goals beneath a goal are completed	Managers and individuals with shared access	Yes	Preferred Name
Sub Goals Complete (Company Goals)	Immediately when all support goals beneath a company-wide goal are completed	Managers and individuals with shared access	Yes	Preferred Name

Inbox

Help Guide: The Inbox

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
New Comment	Immediately when a comment is posted	Assigner or assignee	Yes	Preferred Name

Implementation

Help Guide: FAQ - Onboarding with BambooHR

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Registration Task Due Date Reminder	8 AM (company timezone) on the task due date and the following day if incomplete	Full Admin	Yes	None

Onboarding & Offboarding

Help Guide: Onboarding and Offboarding Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Task Assignment	Immediately when a task is assigned on the Onboarding or Offboarding tab (for employees whose hire date is today or in the future). If multiple tasks are assigned at the same time, a single email will list all assigned tasks. Rehired employees with a future hire date will also receive the notification, if applicable.	The task assignee	Yes	Preferred Name
Task Updated	Immediately when the due date of an onboarding or offboarding task is updated	The task assignee	Yes	Preferred Name
Task Completed	Immediately when someone other than the task assignee marks the task as complete	The task assignee	Yes	First Name
Task Comments	Immediately when a comment is added or a file is attached to a task. Additional notifications are sent to participants in the comment thread when replies are added. The original task assigner will not receive comment notifications unless they have commented on the task.	The task assignee and other thread participants	Yes	Preferred name

Payroll

Help Guide: BambooHR Payroll Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Registration Task Due Date Reminder	7 AM (company timezone) if a payroll registration task is due or is past due and not marked complete	Account Owner and/or Payroll Admins actively completing Payroll onboarding.	Yes	-
Pay Day Notification	Pay day at 3 AM MDT	Employee	Yes	-
Account Validation Review	4 days from the first pay date with BambooHR	Account Owner and/or Payroll Admins actively completing Payroll onboarding.	Yes	-
Missing Required Payroll Info	Five days before and one day before the payroll approval date One day after the payroll approval date One day after the payroll run	Account Owner and/or Payroll Admins actively completing Payroll onboarding.	Yes	-
Payroll Has Been Processed	Immediately	Admins and users with the Run Payroll permission in their access level settings and assigned to the EIN.	Yes	-
Payroll is Due	Two days before the payroll due date	Admins and users with the Run Payroll permission in their access level settings and assigned to the EIN.	Yes	-
Payroll Due - Urgent Reminder	The day of the payroll due date if the payroll is unapproved	Admins and users with the Run Payroll permission in their access level settings and assigned to the EIN.	Yes	-
Payroll is Past Due	12 PM PST on the payroll due date	Admins and users with the Run Payroll permission in their access level settings and assigned to the EIN.	Yes	-
Payroll Has Been Approved	Immediately after approving payroll	Admin who approved payroll. *Must have Run Payroll permissions in their access level settings and be assigned to the EIN.	Yes	-
Payroll Has Been Reopened	Immediately after clicking Reopen Payroll on an already approved payroll.	Admins and users with the Run Payroll permission in their access level settings and assigned to the EIN.	Yes	-
New Payroll Date	Immediately after the pay date has been moved on an overdue payroll	Admins and users with the Run Payroll permission in their access level settings and assigned to the EIN.	Yes	-
Approve Your Payroll ASAP	Immediately upon clicking the Continue Payroll button on an overdue payroll, and an admin accepts the late fee to process payroll within the same day	Admins and users with the Run Payroll permission in their access level settings and assigned to the EIN.	Yes	-
New Benefit Added to Payroll	Immediately after the creation of a benefit plan	Admins and users with the Run Payroll permission in their access level settings and assigned to the EIN.	Yes	-
Direct Deposit Information Changes	Immediately after the employee updates their direct deposit information in BambooHR	Employee	Yes	First Name
Payroll Information Missing	One calendar week before pay date	Employee	Yes	First Name

Time Off

Help Guide: Time Off Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Time Off Requested	Immediately when an employee submits a time off request	The designated approver(s)	Yes	-
Time Off Canceled	Immediately when an employee cancels a time off request. If part of a multi-level approval workflow, the approver(s) who already approved and the next pending approver will receive the notification. If the first approver has not yet approved, only they are notified.	The designated approver(s)	Yes	None
Time Off Approved	Immediately when the designated approver approves the request	The employee who submitted the time off request	Yes	Preferred Name
Time Off Denied	Immediately when the designated approver denies the request	The employee who submitted the time off request	Yes	Preferred Name

Time & Attendance

Help Guide: Time & Attendance Email Notifications

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Timesheet Due Soon	8 AM (employee timezone) on the last day of the pay period (some exceptions may apply)	Employee	Yes	Preferred Name
Hours Ready for Approval	Midnight after the pay period ends, for all employees assigned to that approver. Sent at least 24 hours before the pay date.	The designated approver	Yes	Preferred Name

Total Rewards

Help Guide: Employee Experience for Total Rewards

Email Notification	When is the email notification sent?	Who receives the email notification?	Requires BambooHR access to receive?	Display Name
Welcome to Total Rewards	Immediately when an employee is added to Total Rewards	Employee added to Total Rewards	Yes	None

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