Create First Time Access Email Templates

Role feature access: Onboarding Setup > First Time Access Email Configuration

To create a first time access email template:

1. Go to Onboarding Setup > First Time Access Email Configuration.
2. Click Add in the toolstrip at the top of the screen.
3. Enter an effective start date and, optionally, an effective end date to indicate when the template is available for use.
4. Note: If the end date for the template assigned to an onboarding employee has passed, Dayforce sends the default template.
4. Enter the name of the person or department sending the email in the Sender Name field.
5. Enter the email address that will be used to send the message in the Sender Email Address field.
6. Note: 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 will then need to 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.
6. (Optional) To add a new culture, click Add (under the Sender Email Address field).
   1. In the General section, complete the following fields:
      • Title: Enter a name for this template.
      • Culture: Select the language for this template from the drop-down list.
      • Is Default Culture: Select the checkbox to make this language the default for this template.
   2. In the Logo section, complete the following fields:
      • Company Logo: Select an existing logo from the drop-down list to include in the email message.
      • Logo Position: Select an option to determine where the logo is displayed at the top of the email message: Justify Left, Justify Center, or Justify Right.
   3. In the Email Content section, enter text for the subject line and body of the email message.
   4. You can use the Select Tokens drop-down list to select tokens, such as the employee's name or the manager's name. Click Insert to add the token at the cursor location.
   5. Important: The First Time Access Email URL token is required in the email body; an error will occur if you attempt to save the template without it. This token is automatically localized into the selected culture setting.
7. (Optional) You can add attachments to the email, for example to explain your company policies or provide onboarding instructions. The following file types are supported: DOC, DOCX, HTM, HTML, JPG, PNG, PDF, PPT, PPTX, ZIP. The maximum size for each attachment is 5MB, and the total of all attachments cannot exceed 25 MB.
8. Note: Users must have their roles assigned to the Onboarding FTAE Attachments document type in Documents > Admin > Document Types to have access to and upload these documents. When you upload new documents, they are automatically assigned to this document type so they are available to users with access to this document type.
9. To add attachments:
   1. In the Email Content section, click Add a document.
   2. Enter a title for the document in the Title field. This text will be used for the link in the email.
   3. If the document is already in Dayforce, choose it from the Select a Document list. Or, click Upload a new document to upload it.
   4. Click OK.
   5. Repeat the above steps to include any additional attachments.
8. (Optional) Click Preview to view a preview of what the message sent to employees will look like. When you are finished, click OK to close the preview dialog box.
9. Click Save.