Messages sent from Xemplo

Overview

Xemplo sends automated message templates across Onboard, Employ, Pay and Bill. Each message is triggered a specific event - for example, a worker submission, a manager approval, or a request reminder - and is sent to the role/person who needs to act or be told.

Each section below covers one area of the platform. For every template you'll find:

Template - its name. Templates are emails unless marked SMS or push notification to mobile app
Who receives it - the person or role the message goes to
When it's sent - the event that triggers it
Purpose - what the recipient should know or do

Message Options

Specific message types can be configured to meet additional customer requirements. Each template with these options is identified below.

Bulk templates are sent manually by an administrator to a group (for example, all workers with overdue timesheets). All others send automatically.
Reminders repeat on a set cycle until the task is done. Where a template repeats, the cycle is shown in days (for example, "every 3 days"). Templates without a cycle are sent once per event.
Turning messages off - most templates are always on. The few that can be switched off are marked Optional in the tables.
Turning messages off - most templates are always on. The few that can be switched off are marked Optional in the tables.

At a glance

Area	Main recipients
Accounts, access and general messages	Users, workers
Onboarding, pre-onboarding and contracts	Workers, HR, signing managers, agencies
Compliance: documents, letters, credentials, work rights, training	Workers, HR, managers
Leave, expenses, tasks and workflows	Workers, managers, assignees, approvers
Performance reviews	Workers, reviewers, HR
Payroll	Payroll contacts, HR, workers
Timesheets, invoicing and agency	Workers, timesheet and host approvers, agencies

Accounts, access and general messages

These templates get people into Xemplo and keep them informed of access changes. Two bulk templates let administrators message all active workers at once.

Template	Who receives it	When it's sent	Purpose
Invitation	New user	A new user account is created	Invites the user to activate their account and log in for the first time
Invitation - Administrator	User	A user is given Administrator access	Lets the user know they have admin access and prompts them to activate their account
Invitation - HR	User	A user is given updated access permissions for a company	Tells the user about their new HR access and prompts them to activate
Account Updated	Existing user	An existing account is assigned updated permissions	Confirms the change so the user knows what they can now access
Active Worker Message · Bulk	Active workers	An administrator sends a bulk message	Delivers an important company-wide message to all active workers
Active Worker Message - SMS · SMS · Bulk	Active workers	An administrator sends a bulk SMS	SMS version of the above, for urgent or short notices

Onboarding, pre-onboarding and contracts

These templates guide a new worker from first contact to finalised onboarding, and handle contracts issued to existing workers.

Pre-onboarding

Template	Who receives it	When it's sent	Purpose
Pre-onboarding Request	Worker	HR sends a pre-onboarding request	Asks the worker to complete their pre-onboarding information
Pre-onboarding Submitted	HR	The worker submits pre-onboarding information	Prompts HR to review what was submitted
Pre-onboarding Declined	Worker	HR declines the submitted information	Lets the worker know their information wasn't accepted

Onboarding

Template	Who receives it	When it's sent	Purpose
Onboarding Request	Worker	An onboarding package is sent	Invites the worker to review the employment offer and complete onboarding
Request to Sign Contract	Signing manager	An onboarding with a contract needing a company signature is created	Asks the manager to sign the contract
Updated Contract on Offer	Worker	HR changes an unsigned contract in an onboarding	Asks the worker to review the updated contract
Background Check Request	Worker	A background check is required during onboarding	Asks the worker to complete the background check
Background Check Complete	Worker	The background check is completed successfully	Confirms the check is done
Background Check Complete · Optional	HR	A worker's background check result is ready	Prompts HR to review the result
Onboarding Reminder	Worker	The onboarding package is still incomplete	Reminds the worker to finish onboarding
Onboarding Reminder · SMS · Bulk	Workers	Sent in bulk to workers with incomplete onboarding; repeats daily	SMS nudge to finish onboarding
Bulk Onboarding Reminder · Bulk	Workers	An administrator sends a bulk reminder	Email nudge to several workers at once to finish onboarding
Contract Signed · Optional	HR	The worker signs the contract in their onboarding package	Lets HR know the contract is signed; the rest of onboarding is still to come
Onboarding Declined	HR	The worker declines the employment offer	Lets HR know the offer was declined
Onboarding Review Request	HR	The worker submits their onboarding	Prompts HR to review the package
Onboarding Review Reminder	HR	A submitted onboarding is still awaiting review	Reminds HR to review it
Feedback Received	Worker	HR sends a submitted onboarding back with feedback	Explains what needs fixing and asks the worker to resubmit
Onboarding Finalised	Worker	HR approves the onboarding	Welcomes the worker to the team
Onboarding Finalised · Optional	Agency	A worker's onboarding is finalised	Lets the agency know their worker is fully onboarded

Contracts (existing workers)

Template	Who receives it	When it's sent	Purpose
Contract Request	Worker	HR issues a new contract	Asks the worker to review and sign it
Contract Reminder · Optional	Worker	The contract is still unsigned; repeats every 3 days	Reminds the worker to sign
Contract Reminder · Optional	HR	The contract is still unsigned; repeats every 7 days	Lets HR know the request is outstanding so they can follow up
Contract Signed	HR	The worker signs the contract	Prompts HR to review the signed contract
Contract Declined	HR	The worker declines the contract	Lets HR know so they can follow up

Compliance: documents, letters, credentials, work rights and training

These templates request compliance items from workers, chase anything outstanding and report outcomes back to HR or managers.

Documents

Template	Who receives it	When it's sent	Purpose
Document Requested	Worker	A document is assigned to the worker	Asks the worker to read and acknowledge or sign it
Document Request Reminder	Worker	An assigned document is still outstanding	Reminds the worker to acknowledge or sign it
Multiple Unsigned Documents Reminder · Bulk	Workers	Several documents are outstanding; repeats daily	Reminds workers to action all outstanding documents
Multiple Unsigned Documents Reminder · SMS · Bulk	Workers	As above; repeats daily	SMS version of the above
Compliance request upon change of position	Worker	A new position is assigned to the worker	Asks the worker to supply certificates, read policies and complete courses needed for the new role

Letters

Template	Who receives it	When it's sent	Purpose
Letter Request	Worker	HR sends a letter	Asks the worker to read and acknowledge or sign it
Letter Reminder	Worker	The letter is still outstanding; repeats every 3 days	Reminds the worker to action it
Letter Updated	Worker	A letter already sent for review is changed	Lets the worker know there's a new version to review
Letter Request Completed	HR	The worker signs or acknowledges the letter	Prompts HR to review the completed letter

Credentials

Template	Who receives it	When it's sent	Purpose
Credential Request	Worker	A credential is requested	Asks the worker to supply evidence of the credential
Credential Submitted	HR	Each time a worker submits a single credential	Prompts HR to review and approve it
Credential Approved	Worker	HR approves the credential	Confirms the credential is accepted
Credential Rejected	Worker	HR rejects the credential	Lets the worker know and prompts them to resubmit
Credential Renewal Requested	Worker	A credential is about to expire (automatic)	Asks the worker to update it before it lapses

Work rights

Template	Who receives it	When it's sent	Purpose
Work Rights Request	Worker	Work eligibility needs verifying	Asks the worker to supply evidence of their right to work
Work Rights Request Reminder	Worker	The request is still outstanding; repeats daily	Reminds the worker to supply evidence
Work Rights Approved	Worker	HR approves the evidence	Confirms the work rights check is complete
Work Rights Rejected	Worker	HR rejects the evidence	Lets the worker know and prompts follow-up
VEVO Check Result	HR	A VEVO check requested for a worker returns a result	Prompts HR to review the result
Automated VEVO Check Result	HR	Scheduled automatic VEVO checks for all workers return results	Prompts HR to review the results

Training

Template	Who receives it	When it's sent	Purpose
Course Assigned	Worker	A course is assigned	Asks the worker to complete it
Course Reminder	Worker	The course is not yet complete; repeats every 3 days	Reminds the worker to finish it
Course Overdue Reminder for Worker	Worker	The due date passes; repeats daily	Tells the worker the course is overdue
Course Overdue Reminder for Manager	Manager	A reporting worker's course passes its due date	Lets the manager know so they can follow up
Course Completed · Optional	Manager	A reporting worker completes a course	Confirms completion to the manager
Course Cancelled	Worker	An assigned course is cancelled	Lets the worker know they no longer need to complete it

Leave, expenses, tasks and workflows

These templates move everyday requests between workers and their managers or approvers.

Leave requests

Template	Who receives it	When it's sent	Purpose
Leave Request Submitted · Also sent as push	Manager	A worker submits a leave request	Asks the manager to review it
Leave Request Approved · Also sent as push	Worker	The manager approves the request	Confirms the leave is approved
Leave Request Declined · Also sent as push	Worker	The manager declines the request	Lets the worker know it wasn't approved
Leave Request Cancelled by Worker · Also sent as push	Manager	The worker cancels a submitted request	Lets the manager know no action is needed
Leave Request Cancelled by Manager · Also sent as push	Worker	The manager cancels a submitted request	Lets the worker know their request was cancelled

Expense requests

Template	Who receives it	When it's sent	Purpose
Expense Request Submitted	Manager	A worker submits an expense request	Asks the manager to review it
Expense Request Approved	Worker	The manager approves the request	Confirms the expense is approved
Expense Request Declined	Worker	The manager declines the request	Lets the worker know it wasn't approved
Expense Request Cancelled by Worker	Manager	The worker cancels a submitted request	Lets the manager know no action is needed
Expense Request Cancelled by Manager	Worker	The manager cancels a submitted request	Lets the worker know their request was cancelled

Tasks

Template	Who receives it	When it's sent	Purpose
New Task Added	User	A task is assigned to the user	Asks the user to complete the task
Task Reminder	User	The task is still outstanding; repeats daily	Reminds the user to complete it

Workflows

Template	Who receives it	When it's sent	Purpose
Workflow Assigned	Assignee	A workflow request is assigned; repeats daily until actioned	Asks the assignee to review and complete it
Workflow Questionnaire Assigned	Worker	A workflow form is sent to the worker	Asks the worker to complete the form
Workflow Questionnaire Reminder	Worker	The form is still outstanding; repeats every 3 days	Reminds the worker to complete it
Workflow Questionnaire Submitted · Optional	Assignee	The worker submits the form	Lets the assignee know the form is ready to act on
Workflow Completed	Approver	The workflow request is completed	Confirms the workflow is finished

Performance reviews

A review runs in three stages: the worker's self-evaluation, the reviewer's assessment, then HR finalisation. Templates to workers and reviewers are also sent as push notifications.

Template	Who receives it	When it's sent	Purpose
Self-Evaluation Request	Worker	A performance review starts	Asks the worker to complete their self-evaluation
Self-Evaluation Request Reminder	Worker	The self-evaluation is outstanding; repeats every 3 days	Reminds the worker to complete it
Performance Review Request	Reviewer	The review is ready for the reviewer	Asks the reviewer to complete the review
Performance Review Request Reminder	Reviewer	The review is outstanding; repeats every 3 days	Reminds the reviewer to complete it
Finalise Performance Review Request	HR	The review is ready to finalise	Asks HR to do the final review
Finalise Performance Review Reminder	HR	Finalisation is outstanding; repeats every 3 days	Reminds HR to finalise it
Performance Review Finalised – Worker	Worker	HR finalises the review	Lets the worker know the review is complete
Performance Review Finalised – Reviewer	Reviewer	HR finalises the review	Lets the reviewer know the review is complete
Performance Review Finalised – HR Manager	HR	The review is finalised	Confirms completion to HR
Self-Evaluation Cancelled	Worker	The review is cancelled	Lets the worker know no further action is needed
Performance Review Cancelled	Reviewer	The review is cancelled	Lets the reviewer know no further action is needed

Payroll

These templates keep payroll contacts informed of changes to a worker's pay details and exports to KeyPay. Workers also get a copy when their own bank or super details change.

Template	Who receives it	When it's sent	Purpose
Worker Payroll Information Updated	Payroll contact	A worker's salary, pay frequency or employment type changes	Flags the change so payroll can update their records
Banking Information Updated	Payroll	A worker's bank details change	Flags the change to payroll
Banking Information Updated	Worker	The worker's bank details change	Confirms the change, so the worker can spot one they didn't make
Superannuation Information Updated	Payroll	A worker's super details change	Flags the change to payroll
Superannuation Information Updated	Worker	The worker's super details change	Confirms the change to the worker
Worker Exported to KeyPay	Payroll contact	A new worker exports to KeyPay successfully	Confirms the worker is set up in payroll
Worker Failed to Export to KeyPay	HR	A new worker fails to export to KeyPay	Alerts HR to fix the record and retry

Timesheets, invoicing and agency

These templates support time and billing: collecting and approving timesheets, confirming assignment changes, and sending invoices, RCTIs and service agreements.

Timesheets

Template	Who receives it	When it's sent	Purpose
Timesheet Submitted · Optional	Timesheet approver	A worker submits a timesheet	Asks the approver to review it
Timesheet Approved	Worker	The timesheet is approved	Confirms approval
Timesheet Rejected	Worker	The timesheet is rejected	Asks the worker to review and resubmit
Bulk Messaging – Timesheets for Approval · Bulk	Timesheet approvers	An administrator chases approvers in bulk	Reminds approvers they have timesheets waiting
Bulk Messaging – Timesheets for Approval · SMS · Bulk	Timesheet approvers	As above	SMS version of the above
Bulk Messaging – Timesheets Outstanding · Bulk	Workers	Sent to workers with outstanding timesheets; repeats daily	Reminds workers to submit their timesheet
Bulk Messaging – Timesheets Outstanding · SMS · Bulk	Workers	As above; repeats daily	SMS version of the above
Bulk Messaging – Timesheets Overdue · Bulk	Workers	Sent to workers with overdue timesheets; repeats daily	Tells workers their timesheet is overdue
Bulk Messaging – Timesheets Rejected · Bulk	Workers	Sent to workers with rejected timesheets	Asks workers to fix and resubmit
Bulk Messaging – Timesheets Rejected · SMS · Bulk	Workers	As above	SMS version of the above

Assignments and integrations

Template	Who receives it	When it's sent	Purpose
Assignment Change Confirmation	Worker	A worker's assignment changes	Asks the worker to confirm the change
Assignment Change Confirmation	Host approver	An assignment at the host changes	Asks the host to confirm the change
JobAdder – Import Success	Agency	Placements import from JobAdder successfully	Confirms the import
JobAdder – Import Failure	Agency	Placements fail to import from JobAdder	Alerts the agency to investigate

Invoicing and service agreements

Template	Who receives it	When it's sent	Purpose
Invoice Sent	Invoice contact	An invoice is issued	Delivers the invoice
RCTI Sent	Worker	A recipient-created tax invoice (RCTI) is issued	Delivers the RCTI to the contractor
Service Agreement Sent	Host approver	An agency sends a service agreement	Asks the host to review and accept it
Service Agreement Declined	Agency contact	The host declines the service agreement	Lets the agency know so they can follow up