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Configuring global settings for HR notifications

Ciphr Academy
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This guide explains how to configure the global settings for Notifications in Ciphr HR.

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This is currently only with early-access customers, and will be launched in November

Contents

Overview

Global settings apply to all your notifications, so you only need to set them up once. We recommend setting them up before you create your first notification.

To open global settings, go to Employee Communications > Manage Notifications and select Global settings. 

There are five settings:

Setting What it does
Test recipients Email addresses that receive notifications in Test mode
HR mailbox  The HR email address that notifications are sent to if selected as a recipient 
Trusted work email domains Your organisation's email domains, so sensitive notifications only go to work addresses
Signature A standard email signature / footer you can add to any notification
Send times The time each day that notifications are sent

 

Test recipients

While a notification is in Test mode, it goes only to your test recipients, not to employees or managers. This lets you check the content and timing safely before going live.

To add a test recipient:

  • In Global settings, find Test recipients and click Add
  • Type the email address
  • Click Add address

You can add as many test recipients as you like, such as your own address and a shared HR inbox.

Note: Test emails follow the notification's schedule, which runs once a day. They aren't sent the moment you switch to Test. Expect them after the next daily run, usually the following day.

 

Trusted work email domains

Trusted domains stop sensitive notifications from going to personal email addresses. List your organisation’s work email domains here, such as yourcompany.com. Then switch on Only send to trusted domains for any notification that should only reach work addresses.

Leave this option off for notifications that need to reach personal addresses, such as a welcome email sent to a starter before they join.

To add a trusted domain:

  • In Global settings, find Work email domains and click Add
  • Type the domain, without the @ symbol
  • Click Save. Add each domain separately if your organisation uses more than one

Example: A notification goes to each employee's contact email address. One employee's contact address is a personal Gmail address. If the notification is set to only send to trusted domains, it won't be sent to that employee. Other recipients with matching work addresses still receive it.

This setting is off by default. You choose whether to use it on each notification's Recipients tab.

 

Global signature

Set up a standard signature and footer once, then add it to any notification with a single toggle.

Note: You can only set up one global signature. If you need different signatures, for example for each entity, add them to the body of each notification instead.

To set up the signature:

  • In Global settings, find Signature
  • Enter your signature and any footer text, such as your HR team name, contact details or a confidentiality statement. Use the editor to format it
  • Select Save

To use it on a notification, switch on Use global signature when you create or edit the notification. If you'd rather use a different signature for one notification, leave the toggle off and type the signature into the message body instead.

If you update the global signature later, the change applies to every notification that uses it.

 

Send times

  • Self-serve sweep time: The time each day (UK time) when your notifications are sent, including test emails. You can set this to any time in 5-minute intervals
  • Workflow sweep time: The time when your legacy notifications are sent. You can’t change these. To send a notification at a different time, set it up again as a new self-serve notification

 

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