Purpose
UZIO sends two kinds of email to employees, and you can shape the wording of both from the Employee Communication page:
- System Emails are sent automatically when something happens, for example when an employee submits benefit elections or a new hire's enrollment window opens. You can add your own wording to these.
- On-Demand Emails are emails you compose and send yourself. You can save reusable templates for them.
This article covers editing both kinds of template. Composing and sending an on-demand email is covered in Communicating with Employees.
Who can do this: the Employer Administrator, or a user whose custom role grants Employee Communication under Company Access. See Understanding Roles and Access.
When to use this
- Your benefits enrollment emails should carry company-specific next steps (who to contact, internal deadlines, where to find plan documents).
- Your welcome email should mention your own onboarding steps.
- You send the same announcement repeatedly and want a saved template.
Only the templates listed below can be customized. Payroll, time-tracking and expense notifications are sent with UZIO's standard wording.
Get to the editors
Go to HR Tools > Employee Communication in the left navigation. The page opens on the On-Demand Emails tab. The System Emails tab is alongside it.
Customize a system (automatic) email
On the System Emails tab, the Edit Template page lets you add your company's own messaging to the emails UZIO sends automatically after certain actions, such as completing an enrollment.
- Choose a template from the Templates dropdown.
- Edit the Subject and the Description (the email body). The body is a rich-text editor with formatting, lists, alignment, colour and links.
- Click Save to apply your version. Revert to Default discards your customizations and returns to UZIO's standard wording. Cancel discards unsaved edits.
The customizable system templates are:
| Template | Sent when |
|---|---|
| Benefits Elections Submitted | An employee submits their benefit elections |
| Benefits Package Shared with Employees | You share a benefits package |
| Enrollment Window Reminder | A reminder during an open enrollment window |
| Life Status Change Elections Submitted | An employee submits Life Status Change (LSC) elections |
| Life Status Change Enrollment Window Reminder | A reminder during an LSC enrollment window |
| New Hire Enrollment Period | A new hire's enrollment window opens |
| New Hire Enrollment Period (Dual Benefit Packages) | A new hire's window opens when two packages apply |
| New Hire Enrollment Window Reminder | A reminder for a new hire's enrollment window |
| New Hire Enrollment Window Reminder (Dual Benefit Packages) | The same reminder, dual-package case |
| Welcome Email to Employee | An employee is welcomed to the platform |
Note: A separate welcome template for rehired employees may also be listed on your account. The list is benefits, enrollment and welcome messaging only. Editing a template changes your company's version only; other UZIO customers are unaffected.
What happens after you save
Your wording is used the next time UZIO sends that email. Emails already sent are not changed. Revert to Default takes effect the same way.
Create or edit an on-demand template
On the On-Demand Emails tab, click Create and Edit Templates to manage the reusable templates offered in the Templates dropdown of the Compose form. From there you can create a template, edit an existing one from its Actions, or delete one.
Note: Keep any $placeholder tokens (for example $employeeFirstName) and login hyperlinks intact when you edit a template body. UZIO fills them in per employee when the email is sent. If you remove a token, employees receive the literal text around it with nothing filled in.
Common problems
I customized a template but the email still has the default wording. Check that you clicked Save rather than Cancel, and that you edited the correct template (several names are similar, especially the dual-package variants). Emails already queued before you saved use the old wording.
I want to change the payroll or timesheet emails. Those are not customizable. Only the templates in the table above can be edited.
I do not see the Employee Communication page. Your role does not include Employee Communication. Ask the Employer Administrator. See Managing Users and Roles.
Related articles
- Communicating with Employees: composing and sending on-demand emails
- Monitoring Enrollments: the enrollment actions many system emails fire on
- Managing Employees: Viewing and Editing Employee Records
- Understanding Roles and Access
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