ClearCo automatically sends emails to users and candidates based on actions taken in the platform. This article is a complete reference of all system-generated emails, including who receives them, what triggers them, and how frequently they're sent.
In this article:
Recruiting
Interview and Scorecards
Offer Letters
Onboarding
Performance
Goals
General Tasks
Candidates
Comp Management
Background Checks by ClearCo
Learning
Considerations
Additional Resources
Note
Automatic emails are sent from do_not_reply@clearcompany.com. Some emails may also come from msg.clearco.com. To ensure reliable delivery, ask your IT team to add the following domains to your organization's Safe Senders list:
- *.clearcompany.com
- *.clrco.com
- *.hrmdirect.com
- *email.clrco.com
- *msg.clrco.com
- *clearcompany.io
- catalystsoftware.io
For further delivery troubleshooting, refer to: Email Delivery and Errors.
Recruiting
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable? |
|---|---|---|---|---|
| Requisition Approval | Requisition Approval for [Job Title] Requested | Approver |
A new requisition is submitted with the recipient as an approver. Frequency: Once unless re-sent by the recruiter. |
No |
| Removed from Requisition | Removed From Requisition [Job Title] | Approver |
Removed as an approver for a requisition. Frequency: Once |
No |
| New Requisition Request | New Requisition Request from [User] | Recruiters |
When a Hiring Manager creates a requisition and no recruiter was assigned to the requisition. It blasts this out to every recruiter. Frequency: Once |
No |
| Requisition Rejected | Requisition [Job Title] Rejected by [Approver Name] | Approvers |
Approver rejects a requisition Frequency: Once |
No |
| Requisition Fully Approved |
Requisition [Job Title]Fully Approved |
Recruiter and Hiring Manager |
Approval process for a new requisition has been completed Frequency: Once |
No |
| New Applicants Report | [ClearCompany] New Applicants Report |
Recruiter OR Recruiter and Hiring Managers OR Recruiters, Hiring Managers, and Authorized Users OR None |
New applicants have applied for your requisition the day before. Frequency: Daily in the morning. |
Recipients can be customized by reaching out to support. |
| Requisition Automatically Closed | Requisition [Requisition Title] has been automatically closed | Recruiter and Hiring Manager |
The close date has been specified in the close date field when creating a requisition
|
No |
Note
To create recruiting email templates, refer to: Creating and Editing Recruiting Email Templates.
Interviews and Scorecards
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable? |
|---|---|---|---|---|
| Scorecard Overdue | Scorecard Overdue for Interview with [Candidate First & Last Name] | Scorecard assignee |
Scorecard not submitted after the interview. Frequency: Morning of the day after it was due |
No |
| Scorecard Request | Scorecard request for [Candidate First & Last Name] | Interviewer/user to fill in scorecard |
User requested to complete a scorecard via interview scheduling. Frequency: Once |
No |
| Scorecard Completed | Scorecard Completed | Recruiter |
A scorecard is completed for a candidate. Frequency: Once |
No |
| Interview | [Interview Title] for [Job title] | Interviewer |
Candidate picks a suggested interview time. Calendar file (invite.ics) attached Frequency: Once |
No |
| Interview will Start Soon | [Interview Title] will start soon | Interviewer |
Before the scheduled interview time. Frequency: Once |
No |
Note
For interview communications, ClearCo supports both 1:1 screening email templates and multiple interviewer email templates. See Interview Email Template Setup for details.
Offer Letters
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable? |
|---|---|---|---|---|
| Offer Letter Candidate Accepted | Offer Letter For [Job Title] Accepted by [Candidate First & Last Name] | Specified when setting up the offer letter or offer letter template. |
Candidate accepts their offer letter. Frequency: once |
No |
| Offer Letter Candidate Declined | Offer For [Job Title] Declined by [Candidate First & Last Name] | Specified when setting up the offer letter or offer letter template. |
Candidate rejects their offer letter. Frequency: Once |
No |
| Offer Letter Fully Approved | Offer Letter Fully Approved for [Candidate First & Last Name] For [Job Title] | Offer letter administrator, hiring manager CC'd |
Offer letter fully approved by all internal users. Frequency: once |
No |
| Offer Letter Expired | Offer Letter For [Job Title] Has Expired For [Candidate First & Last Name] | Offer administrator, recruiter, and hiring manager CC'd |
The offer letter expires before the candidate accepts. Frequency: once, sent in the evening |
No |
| Offer Letter Approver Approved | Offer Letter Approved For [Candidate First & Last Name] For [Job Title] | Specified when setting up the offer letter or offer letter template. |
Requested approver approves the job offer. Frequency: Once |
No |
| Offer Letter Approver Rejected | Offer Letter Rejected For [Candidate First & Last Name] For [Job Title] | Specified when setting up the offer letter or offer letter template. |
Requested approver rejects the job offer. Frequency: once |
No |
| Offer Letter Review | Offer Letter Review For [Candidate First & Last Name] For [Job Title] | Approver specified when setting up the offer letter or offer letter template. | Offer letter submitted for approval. Frequency: Once |
No |
Note
When sending an offer letter to a candidate, you can use a customizable candidate offer letter email template to accompany it. See Creating an Offer Letter Template for details.
Onboarding
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable? |
|---|---|---|---|---|
| New Hire has Completed Item that Requires Review | [New Hire Name] has completed an item that requires your approval | Onboarding form approver |
When a |new hire completes an onboarding form Frequency: Once when the new hire completes their portion of an onboarding form. |
No |
| Onboarding Form Being Rejected | ||||
| Task Assigned | [Company Name] - Tasks Assigned | Person onboarding internal task is assigned to |
When onboarding internal task is assigned. Frequency: Once |
Yes |
| Ready for Download: New Hire Packet | Ready for download: New Hire Packet - [New Hire First & Last Name] | Onboarding coordinator who requested the download |
When the packet is 100% complete and download folder icon is clicked. Frequency: Once per request |
No |
| New Hire Has Completed All Onboarding Items | [New hire name] has completed all [Onboarding packet name] onboarding items | Onboarding coordinator specified in the packet launch |
When the new hire completes all tasks. Frequency: Once |
No |
| Additional Information Needed for Form | [Company Name] - Additional Information Needed for [Form Name] | New hire |
When a form is rejected by the approver. Frequency: Once |
Yes (New Hire Incomplete Item) |
| Onboarding New Hire/Internal Task Reminder Email(s) | Onboarding New Hire/Internal Task Reminder email/s | New hire / assigned user |
Onboarding task is not completed by the due date. Frequency: Daily starting on the due date (12ET) until the task is completed. |
Yes |
| Onboarding Internal Task Assignee Task Reminder Email (s) | Onboarding Internal task assignee Task Reminder email/s | Assigned user |
Onboarding internal task is not completed by the due date. Frequency: Daily starting the day after the due date until task is completed |
Yes |
| Onboarding Packet Update Results - Bulk Onboarding Packet Created | Onboarding Packet Update Results - 1 New Hires Onboarded | The user who launched the Onboarding packet. |
Bulk Onboarding Packet Launched Frequency: Sent Once |
No |
| New Hire Welcome Email | [Company Name] - New Hire Packet | New Hire |
When an onboarding packet is created. Frequency: Once |
Yes |
Note
For more information on Onboarding emails, refer to: Onboarding Email Templates & Alerts.
Performance
Most performance-related emails are customizable. The emails listed below are examples of what can be set up via the performance workflow. These emails can be customized under Tools > Setup > Performance Settings > Email Templates.
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable |
|---|---|---|---|---|
| Performance Review Results | Performance Review Results - [Review Cycle Name] | Performance administrator who downloaded the results. |
Admin clicks "Download results" on the review cycle dashboard. Results attached. Frequency: Once |
No |
| Introducing the Review | Introducing the [Review Cycle Name] | All participating employees |
Review cycle created with a specified welcome email date, on that date. Frequency: Once |
Yes |
| Review is Open | The [Review Cycle Name] is Open | All participating employees |
Review cycle reaches its start date. Frequency: Once immediately |
|
| Self-assessment Completed | Self-assessment completed for [employee name] | Employee's supervisor |
Employee completes their self-assessment. Frequency: once, immediately |
|
| Review is Complete | The [Review Cycle Name] is Complete | Employee (review subject) |
Final workflow step completed. Frequency: once, immediately |
|
| Select your 360 Reviewers | Select Your 360 Reviewers | Employee (review subject) |
Review cycle reaches its start date. Frequency: Once, immediately after assignment |
|
| Select 360 Review Participants | Select 360 Review Participants for [Review Subject] | Supervisor of the review subject |
Employee completes their reviewer selection. Frequency: Once, immediately |
|
| Review Subject 360 Review | [Review Subject's] 360 Review | All selected 360 reviewers |
All reviewers selected for the 360 review. Frequency: Once, immediately |
|
| Overdue Self-Assessment | Overdue: Self-assessment completed for [Review Subject Name] | Supervisor of the review subject |
Supervisor review date passes without self-assessment completion per workflow. Frequency: Once |
|
| 360 Approved | Approve the content of the 360 Review for [Review Subject Name] | Performance admin or content approver designated in workflow |
360 review content complete. Frequency: Once |
|
| Overdue: The Performance is Review is Open | Overdue: The Performance Review is Open | Review subject |
Subject is late to complete self-assessment; number of days after due date is configurable in workflow. Frequency: once |
Yes (Review Overdue) |
| Pending Review Assignments | Pending Review Assignments | Performance admins selected for "Pending Confirmation" reminder emails |
Review cycle created with pending review subjects. Frequency: Weekly while the review is open |
Yes (Pending Assignment Digest) |
| Performance Review Closing Soon - Incomplete Reviews | Performance Review Closing Soon - Incomplete Reviews | Performance admin |
Incomplete reviews exist (by subject or manager). Frequency: Once, 3 days before the cycle closes |
Yes* (Cycle Closing Soon) |
| Active Reviews Changed to a Discontinued status | Here are your Active Cycle updates for Exit Survey 2025 | All Performance Admins |
When the subject is terminated and review moves to Discontinued. Frequency: Once |
No |
| 1:1 Email Manager | Prepare for your 1:1s Today | Manager | Managers will receive a reminder email 1 hour before the meeting. | No |
Note
In addition to the system performance emails listed above, ClearCo supports a range of configurable notifications. These are set up within your performance workflow. See Performance System Settings and Create Email Notifications for 360 Reviews and Performance Reviews for full setup instructions.
Goals
Who receives the following emails, and the contents can be edited under Tools > Setup > Organization Setup > Notifications.
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable |
|---|---|---|---|---|
| User is following your Goal | [Name] is following your goal | Goal owner and their supervisor |
User clicks "follow this goal". Frequency: once, immediately |
|
| Goal Status Update | [Name] has made a goal status update. | Employee's supervisor |
Employee updates goal status or adds a comment. Frequency: once, immediately |
Yes |
| Updated a Goal | [Name] has updated a goal | Employee's supervisor |
Employee edits goal details (e.g. description). Frequency: once, immediately |
Yes |
| Aligned a Goal | [Name] has aligned a goal | Employee's supervisor |
Employee aligns their goal to a supervisor's goal. Frequency: once, immediately |
Yes |
| Created a Goal | [Name] created a goal | Employee's supervisor |
Employee creates a new goal. Frequency: once, immediately |
Yes |
| Completed a Goal | [Name] completed a goal | Employee's supervisor |
Employee marks a goal as complete. Frequency: once, immediately |
Yes |
| Deleted a Goal | [Name] deleted a goal | Employee's supervisor |
Employee deletes one of their goals. Frequency: once, immediately |
Yes |
Note
Goals notifications, including alerts for status updates, feedback reminders, goal date revisions, and overdue status requests, are configurable per your organization's setup. See Goal & Notification Settings for the full list and instructions.
General Tasks
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable |
|---|---|---|---|---|
| Items Due Reminder | Items Due Reminder | Task assignee |
The task is due and until the task is completed. Frequency: Starting the day before the due date, then daily on and after the due date until task is completed |
Yes |
| You requested a new ClearCompany password *Employee | You requested a new ClearCompany password | Employee who requested a new password |
Employee clicks "forgot password". Frequency: Once when requested |
No |
| ClearCompany User Import Results | ClearCompany User Import Results | User who completed the import |
User import tool is used. Frequency: once, within 5 minutes of processing. Includes count of successful imports, updates, errors, and warnings |
No |
Candidates
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable? |
|---|---|---|---|---|
| Interview *Candidate | Interview for [Job title] | Candidate |
Candidate picks a suggested interview time. Calendar file (invite.ics) attached. Frequency: Once |
No |
| Applicant Accessing Application | Accessing your [Job Title] application at [Company Name] | Applicant |
When the applicant has entered their first name, last name, and email address on the application. Frequency: Once, immediately after the information is submitted during the application process. |
No |
| Signed Offer Letter *Candidate | Your Signed Offer Letter for [Job Title] | Candidate who accepted the offer |
Candidate accepts their offer letter. PDF copy of the offer letter is attached. Frequency: Once |
No |
| Finish setting up your account * Candidate | Finish setting up your account with [Company Name] | Candidate who started the application |
Candidate creates an account. Frequency: once, immediately. Password setup link included; link expires on [date] |
No |
| You requested a new online application password *Candidate | You requested a new online application password | Candidate who requested a new password |
Candidate requests a new password. Frequency: once |
No |
Comp Management
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable? |
|---|---|---|---|---|
| Welcome email | Welcome to Compensation Management | User Added |
Admin Frequency: Once |
Yes *Company Reference Page |
| Submit to next comp planner | %LastFirst% has completed the review cycle. | Manager |
Merit/bonus submit approval chain. Frequency: Once |
Yes *Company Reference Page |
| Send back / unsubmit | Please resubmit your Compensation Recommendations | Manager |
Manager sends back recommendations. Frequency: Once |
Yes *Company Reference Page |
| Report Notification Emails | Customizable | 4 Notification templates that can be configured and sent to specific groups, individuals or all employees |
When sharing a report. Frequency: Once |
Yes *Report Notification Emails |
| Compensation Forms | ||||
| Approve Routing Step | [FormName] for [EmployeeFirstLast] needs your review | Approver |
When a Task is assigned. Frequency: Once |
Yes |
| Form complete | [FormName] for [EmployeeFirstlast] has been completed/approved | Admin |
When a Task is completed.
|
Yes |
| Form reject | [FormName] for [EmployeeFirstLast] has been rejected | Admin |
A reminder when a task is rejected. Frequency: Once |
Yes |
| Form send back | [FormName] for [EmployeeFirstLast] has been returned | Task Owner |
When the task is returned to the owner. Frequency: Once |
Yes |
Note
For more information, refer to Compensation Management: Automatic Email Notifications.
Background Checks by ClearCo
Clients may see these for Adverse, completed reports, or new user setup on the backend. These emails are received from one of the following:
| Event | Subject Line | Recipient | Trigger Action & Frequency | Customizable? |
|---|---|---|---|---|
| QuickApp/applicant invite | [Company Name] Background Questionnaire Notification | Candidate | QuickApp/applicant invite, Adverse letter notifications, completed reports. | Yes Reaching out to the Background Checks team |
| Adverse letter notifications | Adverse Action Letter | Candidate | When an adverse letter needs to be sent to a candidate |
Yes Reaching out to the Background Checks team. |
| Completed Reports | Completed Report [Order ID] | Admin | When a background check is completed. |
Yes Reaching out to the Background Checks team. |
| eScreen drug/occ health epassports | Instructions for [Candidate Name] |
Candidate Clients do not see these unless they are copied on the epasses: |
When a drug screen is scheduled. |
Yes Reaching out to the Background Checks team. |
| Canada Invites for BGC | Instructions for [Candidate Name] |
Candidate Clients do not see these unless they are copied on the epasses: |
When a Canadian background check is scheduled. |
Yes Reaching out to the Background Checks team. |
Learning
Learning email templates work differently from other system emails in this article. Rather than firing automatically for all users, learning emails are sent only when both of the following are true: a template has been selected for the relevant activity, and the notification has not been disabled in Settings Notification Management.
For example, when creating a training assignment, you can choose which assignment email template to use or choose none. A class registration email will only go out automatically if a template was configured when the class was set up, and it hasn't been disabled.
To set up or manage learning email templates, go to ClearCompany Learning: Email Templates.
Considerations
The system emails documented in this article are automatically sent based on platform actions and cannot be turned off. ClearCo also includes additional email features that give your team more control over candidate and employee communications.
- Hiring stage notifications: Candidates: When a candidate moves into a specific workflow stage (such as Interview Scheduled or Offer Extended), ClearCo can automatically send them a notification email. These emails are built from recruiting email templates and can be configured to send immediately or after a set delay. See Workflow Automation: Hiring Stage Notifications for setup details.
- Hiring stage notifications: Hiring team: You can also automate notifications to hiring team members when a candidate reaches a particular workflow stage. Once configured, these send automatically without recruiters needing to manually communicate updates. See Workflow Automation: Hiring Team Notifications for setup details.
- ClearInsights reporting: Users with access to the ClearInsights Dashboard can schedule and share Custom Answers and Liveboards. This is useful for highlighting trends, flagging areas that need attention, or providing regular status updates to stakeholders. Scheduled report emails are user-configured rather than system-automatic. When setting up a schedule, users can specify the start date and time as well as the email subject line. See ClearInsights Share Analytics to learn more.
Additional Resources
To learn more about ClearCo emails, check out the resources below:
Email Delivery and Errors
Checking the Delivery Status of a Candidate Email
Recruiting Email Templates
Onboarding Email Templates & Alerts
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