🎯 Purpose of this article
This article describes the automatic emails sent to employees, depending on their registration status, the type of initiative, and the validation settings. It helps clarify when and why each email is triggered.
📩 Summary tables of emails sent to employees
1. Registration confirmation
Field | Details |
Recipient | Employee |
Registration status | Application / Exchange / Dates to validate |
Initiative type | With or without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | As soon as the employee clicks "I commit" |
Email content | - Initiative title and date(s) (if set by the association) |
2. Registration reminder (initiative without dates)
Field | Details |
Recipient | Employee |
Registration status | Application / Exchange |
Initiative type | Without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | 1 month after registration with no date added, then monthly until a date is added |
Email content | - Contact the coordinator button |
3. Manager approval request
Field | Details |
Recipient | Employee |
Registration status | Pending manager approval |
Initiative type | With or without dates |
Time tracking | Yes |
Workflow | Simplified / Detailed / Hybrid |
Trigger | Once the initiative is approved by the coordinator |
Email content | - Title and date(s) of the initiative |
4. Registration approved
Field | Details |
Recipient | Employee |
Registration status | In progress |
Initiative type | With or without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | Once the coordinator and manager approve (if required), or immediately if auto-approved |
Email content | - Google Calendar invite (if dates) |
5. Registration rejected by the coordinator
Field | Details |
Recipient | Employee |
Registration status | Cancelled / Rejected |
Initiative type | With or without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | If the registration is rejected by the association or the coordinator |
Email content | - Initiative title and date(s) |
6. Registration rejected by the manager
Field | Details |
Recipient | Employee |
Registration status | Cancelled / Rejected |
Initiative type | With or without dates |
Time tracking | Yes |
Workflow | Simplified / Detailed / Hybrid |
Trigger | If the manager rejects the registration |
Email content | - Date(s) and location of the initiative |
7. Initiative cancelled by the association
Field | Details |
Recipient | Employee |
Registration status | Cancelled / Rejected |
Initiative type | With or without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | If the initiative is cancelled by the association |
Email content | - Initiative title and date(s) |
8. Initiative reminder
Field | Details |
Recipient | Employee |
Registration status | In progress |
Initiative type | With or without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | 7 days and 1 day before the start of the initiative |
Email content | - Date(s) and location of the initiative |
9. End of initiative
Field | Details |
Recipient | Employee |
Registration status | Awaiting confirmation |
Initiative type | With or without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | As soon as the initiative ends |
Email content | - Confirm and evaluate the initiative button |
10. Satisfaction survey reminder
Field | Details |
Recipient | Employee |
Registration status | Participated |
Initiative type | With or without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | When an admin or program coordinator clicks "Remind the employee" in the registration follow-up |
Email content | - Initiative reminder |
11. Follow-up on ongoing initiative (no new dates)
Field | Details |
Recipient | Employee |
Registration status | Application / Exchange |
Initiative type | Without dates |
Time tracking | Yes / No |
Workflow | Simplified / Detailed / Hybrid |
Trigger | 6 months after registration if the employee marked the initiative as ongoing but did not add new dates |
Email content | - End the initiative button |