Set Up Mail Event Handlers for HR Events with greytHR

Updated in September- 2024 | Subscribe to watch greytHR how-to video

You may come across a scenario when you need to send emails to employees for a particular event, such as an employee's birthday, confirmation date, attendance absent reminders, and joining anniversary. An event handler is a feature that helps you to sort activities and send emails before/on/after the occurrence of a particular event. 

The Mail Event Handlers page in the greytHR Admin portal allows you to configure new event handlers in the application. You can view a list of existing event handlers that you can manage on the page. You can edit/delete and enable/pause the existing event types. The page also allows you to filter the event handlers based on the event type.

To view the Mail Event handlers page, navigate to the Settings icon > System Settings > Miscellaneous > Mail Event Handlers.

Configure mail event handlers

To configure the mail event handlers, perform the following actions:

1. From the greytHR Admin portal, navigate to the Settings icon > System Settings > Miscellaneous > Mail Event Handlers.

2. On the Mail Event handlers page, click Add Task. A page appears.

3. From the Event Type dropdown list, select the required event type.

4. From the Received By dropdown list, select the receiver who needs to be notified.
   Note: If you select the option as Employee User, then you need to enter the employee name or number to select a particular employee as a receiver.

5. Under the Mail Settings section, select Send mail before/on/after the event has occurred check box(es). The page expands.
   Note: The Mail Settings check box(es) differ based on your Event Type selection. appears as per your Event Type selection.

6. From the Mail Template dropdown list, select the required mail template.

7. Select the number of days from the Policy spin box(s) to send a mail before or after the event occurs till the event day and the repeat days.
   Note: You can send a mail simultaneously before/on/after the event occurs as per your requirements.

8. From the Employee Filter dropdown list, select the required option. 

Note: You can also click the + Add New Filter icon to add a new employee filter as per your requirements.

1. Click Save. You can view the newly created event type on the Mail Event Handlers page.

Note: 

• You can edit/delete the existing event types by clicking the Edit/Delete icon available on each event type row.

• You can also enable/disable the existing event types by clicking the ▶/॥ icons available on each event type row.