Configure First Time Access Email

You can configure Dayforce to send new employees a welcome message with instructions on how to access the product for the first time. You can enable this message, called the First Time Access Email (FTAE), in the New Hire, Rehire, or Candidate Hire forms.

You don’t need the Onboarding feature to send first time access emails. You can enable these emails outside of Onboarding through HR Import, and with the necessary feature access you can access the email status of employees from Onboarding > First Time Access Email in People. See the Dayforce HR Import Specification document.

However, you do need the Onboarding feature to do the following:

• Create custom email templates, from Onboarding Setup > First Time Access Email Configuration.
• See all of the onboarding employees who have been sent emails, all in one place, and track the state of the emails, from Onboarding > Onboarding Employees.
• Use onboarding policies to coordinate these emails with other onboarding requirements.

Prerequisites

For Dayforce to send the first time access email to a new employee, the following conditions must be met:

• The First Time Access Email client properties in the Messages section of the Properties tab in System Admin > Client Properties must be enabled. See Configure Client Properties for Onboarding.
• The First Time Access Email functionality must be enabled for the new employee by selecting the Send First Time Access Email (email required) checkbox when you complete the New Hire form. See Assign Onboarding Policies in Workflow Forms.
• If you plan to send custom content in the email message, you must configure a template in Onboarding Setup > First Time Access Email Configuration. See Create First Time Access Email Templates.
• The new employee must have a role that is currently in effect, a personal or business email address (if both are present, the personal address is used first), and a home or mobile phone number.
• To verify that a new employee has all of this information recorded in Dayforce, either:
  • Go to People and open the employee's profile. Here, you can see the assigned roles in the Security Settings screen and the phone and email details in the Personal > Contact Information screen.
  • Go to Onboarding > First Time Access Email and expand the employee record. See Manage First Time Access Emails.
• If the new employee has an existing single sign-on (SSO) account on file (for example, as a rehired employee might), the Allow Native Authentication for SSO Users checkbox must be selected for their role or for their user account (in System Admin > Roles).
• The email address that will be used to send email messages must have a Domain Keys Identified Mail (DKIM) set up. Contact your Dayforce Support representative and submit a ticket to request a DKIM setup. Dayforce will set up the DKIM for your domain and provide a public record back to you. Your IT team must then implement this public record into your Domain Name System (DNS). If you don’t complete DKIM setup, email messages might not be delivered successfully to candidates.

If all of the above conditions are met, new employees will receive an initial message the next time the Send First Time Access Email background job runs, which occurs hourly, and will then receive reminder messages daily until one of the following conditions is met:

• The employee logs into Dayforce for the first time.
• One of the following settings in the Securitysection of System Admin > Client Properties > Properties is exceeded:
  • First Time Access Email Expiration in Day(s)
  • First Time Access Email Maximum Delivery Attempts

Email messages from unknown systems might be quarantined or moved into junk mail folders based on sender recognition and message content rules. Additionally, Dayforce assumes that new employee email addresses are correct as provided and does verify email addresses.