When you set up a new joiner in People Management with an active email address, PeopleXD Evo automatically sends them an email containing a link to complete their account setup. This saves time for the HR team, removing the need to manually share the PeopleXD Evo URL and login instructions.
📌Note: Invitations are not sent for username accounts.
PeopleXD Evo processes email invitations as part of an overnight job and issues invites based on employee start dates.
You cannot change or define the sync time for the overnight job.
You can configure the system to send invites on the employee's start date or before their start date.
You can manually force emails to be sent to a user before the overnight process where there is an urgent need.
Types of invitations
You can choose between a default Access Evo invite or a custom email invite:
Default Access Evo invite: This is a standard non-configurable email issued from Access Evo. The sender is [email protected].
Custom Email Invite: You can configure your organisation's own invitation, including the subject and body. The sender is [email protected].
Create a custom email invitation
To create a custom email invitation, follow the steps below.
From the dashboard menu, search for and select Evo Configuration.
Next to Evo Invites, click Open then click ACTIONS.
Select Custom Email Invites then fill in the Subject and Body for the email.
To save changes, click Save.
🤓Tip: Use the Add to email body drop-down to add Personnel Number, Forename, and Surname fields to the body of your email.
Return to the Invite Emails screen then turn on the Enable custom invites toggle.
Click Save.
Set up automatic invites
To set up automatic invites, follow the steps below.
From the dashboard menu, search for and select Evo Configuration.
Next to Evo Invites, click Open then click ACTIONS.
Select Custom Email Invites then turn on the Enable automatic invites toggle.
If required, turn on send invites to future starters.
🤓Tip: By default emails are sent on the employee's start date. Turn on this option to send invites to future starters.
If required, fill in a start date trigger.
📌Note: If no value is set, invites are sent to all employees with a start date before and including today's date. If you set a value, such as 2, invites are triggered for all employees with a start date in the previous two days.
Click Save.
Restrict automatic invitations
By default, invitations are sent to all new joiners. If there are groups of users that should not automatically receive an email, you can create a restriction rule using criteria groups. Invites are sent only to employees who are part of the defined criteria groups.
From the dashboard menu, search for and select Evo Configuration.
Next to Evo Invites, click Open then click ACTIONS.
Select Restrict Email Invites then click ADD.
Enter a name for your group then from the left-hand menu, select the required reference data.
From the Available list, select the required values.
Click the right arrow to move the criteria to the Assigned column.
Repeat steps 5 to 7 as required.
Send invitations manually
Where there is an urgent need to send an invite for a new joiner before the overnight job processes them, you can issue the invite manually to the user.
You can also send invitations in bulk. This is typically used as part of a new implementation of PeopleXD Evo to push invites to all employees to complete their first time login to the system.
From the dashboard menu, search for and select Evo Configuration.
Next to Evo Invites, click Open then click ACTIONS.
Select Bulk Send Invites then click OK.
Troubleshooting
User hasn't received an invitation email.
If a user hasn't received their invite email, check the following:
Is their email address correct?
Are they excluded due to the setup of the Restrict Email Invites configuration?
Is their start date in the past, greater than the days set in the Start Date Trigger setting?
Has the email gone to a spam folder?