Automated Email to New Users’ Manager in Google Workspace

Introduction

In this article we will learn about how to Automated Email to New Users' Manager in Google Workspace. The automated email to new users' manager in Google Workspace process is a critical step in ensuring new employees have a smooth transition into the company. Automated email in Gmail allows you to set up pre-determined email templates that are sent automatically at specific stages of the onboarding process. 

Automated email to new users' manager in Google Workspace is not only saves time and effort but also ensures consistency in the messages being delivered to new employees. Whether it's a welcome email, instructions for setting up their workspace, or reminders for completing required paperwork, automated email in Gmail can handle it all. And Google Workspace admins do not have an option to automate this task in the Google Admin Console yet.

One of the key components of a successful onboarding process is effective communication. This is where automated email in Gmail comes into play.

Benefits of using automated email in the onboarding process

There are several benefits to using automated email in the onboarding process:

• Firstly, it saves time for HR and other team members involved in the onboarding process. Instead of manually composing and sending emails to each new hire, the automated email system takes care of it automatically. 
• Secondly, automated email ensures consistency in the information being provided to new employees. Each new hire receives the same set of emails at the same stage of the onboarding process, ensuring that no one is left out or receives inconsistent information.
• Lastly, automated email allows for personalization. With the ability to create customized email templates, you can tailor the content to match the specific needs of each new hire. Whether it's addressing them by name, including relevant links and resources, or providing specific instructions based on their role, automated email in Gmail enables you to deliver a personalized onboarding experience.

Creating a personalized onboarding email template

Creating a personalized onboarding email template is essential to ensure new hires feel welcomed and supported from day one.  Here are some tips for creating an effective and personalized onboarding email template:

• Welcome message: Start the email with a warm and friendly welcome message. Address the new hire by their name and express excitement about their joining the company.
• Introduce the company: Provide a brief overview of the company's mission, values, and culture. This will help the new hire understand the organization they are now a part of.
• Provide important information: Include all the necessary information the new hire needs to know, such as their start date, reporting structure, and any required paperwork or documentation they need to complete. Give clear, concise instructions..
• Include resources and links: Provide links to relevant resources such as the employee handbook, company policies, and any training materials they may need. This will help them get up to speed quickly and feel supported in their new role.

As you add new users to your domain, Foresight can automate sending their information to their managers, saving you a significant amount of time and increasing productivity.

Automating email notifications to new user's manager

Introducing Foresight automated tool's amazing new feature. With just a few clicks, the Foresight tool will now automatically send an email to the manager of a newly onboarded user, ensuring that they are immediately informed about the new addition to their team. 

With Foresight, we can streamline our processes and ensure that the manager is notified promptly about any new users in our system. The automated email notifications will be sent directly to the manager's Gmail account, ensuring that they are always up to date and aware of any changes in the user base.

Video Demo

This video demo illustrates a simple example case. Suppose you are setting up a new user’s profile in your Admin Console and want his or her manager to get their relevant details like work email, work phone, and employee ID. You can automate sending a personalized onboarding email to the respective manager.

Instructions

Rule Setup

Follow these easy step-by-step instructions to set up your own rule for automated onboarding emails to managers.

1. Sign into Foresight.
2. Go to Rules.
3. Click the + button to create a new rule.
4. In the Select a trigger page, select the User created trigger to initiate your sequence.
   
5. In the Edit trigger page, Sign in with Google
6. Click Next.
7. In the Select an action page, select the Wait action.
   
8. In the Edit actions page,
   1. Change the Wait time to 300 seconds.
   2. Click ADD NEXT ACTION.
9. In the Select an action page, select the Get user info action.
   
10. In the Edit actions page,
    1. Sign in with Google
    2. In the Primary email field, type {{ to drop down the variable menu and select the Primary Email variable. The variable is displayed as {{ primaryEmail_xxxxxxbd0aa8 }}, where xxxxxx is a random text.
    3. Click ADD NEXT ACTION.
11. In the Select an action page, select the Email action.
    
12. In the Edit actions page,
    1. Sign in with Google
    2. In the To field, type {{ to drop down the variable menu and select the Manager Email variable.
    3. In the Subject field, type your preferred subject line that the email will go out with. It could be "New Team Member" + User First Name + User Last Name.
    4. To add the new user’s first and last names into the subject field, type {{ and select the drop-down variables First Name and Last Name, respectively.
    5. In the Email body field, type the template text you want to send to the manager.
13. When you are finished with the email formatting, click Review.
14. In the Review page, name the new rule.
15. Click Create.
16. Your rule's workflow looks like this.
    

Rule Test

To test your rule, follow these steps.

1. Go to Google Admin Console > Users.
2. Select the Add new user option.
3. In the User Information page,
   1. Type sample entries in the First Name, Last Name, and Primary email fields.
   2. Click on the Manage user's password, organizational unit, and profile photo option if you want to edit any of those fields.
4. Click ADD NEW USER.
5. Click DONE.
6. Go to the new user's page.
7. Select User information.
8. In the User information page,
   1. Go to the Employee information tab.
   2. Fill in the Manager's email field.
   3. Fill in other fields necessary to be filled as in the email template in your rule.
9. Click SAVE.
10. Go back to Foresight.
11. Click on the New Notifications bell icon.
12. Select the VIEW LOG option in the notification.
13. The log tells you the total number of actions used, how many were successful, and how many failed.
14. Go to the manager's email inbox and check if the auto generated email was received as intended.
    

Notes

1. We add a 5-minute Wait action between the creation of a user and sending the email to the manager to account for the time it takes to add the user's manager's email address after creating a new profile.
2. You can also choose to send the onboarding email to yourself or to any other user in the system by inputting your/ their email from in the cc and bcc fields when editing the Email action.
3. You can include other variables in the email body as well such as the new user's work phone and employee ID. You can do this by typing {{ in the email body where you want the relevant data to appear and select your preferred variable from the drop down menu.

Best practices for using automated email in the onboarding process

While automated email in Gmail can greatly enhance your onboarding process, it's important to follow best practices to ensure its effectiveness. Consider these tips:

• Keep it personalized: Even though you're using automated email, make sure to personalize the content as much as possible. Address the new hire by name, tailor the instructions to their specific role, and include relevant links and resources.
• Timing is key: Set up triggers and timing that align with your onboarding process. Make sure the emails are sent at the right stage of the process and provide the new hire with the information they need when they need it.
• Monitor and update: Regularly review and update your email templates to ensure they remain relevant and up to date.
• Test and refine: Continuously test your automated email system to ensure everything is working as intended. Send test emails, gather feedback, and make necessary adjustments to improve the overall onboarding experience.

By following these best practices, you can maximize the benefits of automated email in your onboarding process and provide a seamless and personalized experience for new hires.

Conclusion

Automated email in Gmail is a powerful tool for enhancing the onboarding process. By streamlining communication, providing consistent information, and personalizing the experience, you can ensure a smooth transition for new hires.

By following these guidelines and leveraging the capabilities of automated email in Gmail using Foresight, you can revolutionize your onboarding process and provide a seamless and personalized experience for new employees.