Launching Citation HR Software: Email 3 - eSS welcome message for leaders, managers, employees, volunteers and/or contractors

Description: This communication is intended to be circulated via an eSS message to employees, volunteers and/or contractors. To be clear, this communication is sent via eSS (not via email). The communication should be sent using Citation HR Software's eSS messaging before the eSS registration link is provided to staff. It should be sent to anyone who will provided with an eSS log in.  This welcome message will be displayed on the eSS noticeboard welcoming users into eSS for the first time.

Instructions are set out below detailing how to send this eSS welcome message.  Further, the Employment Documentation with Citation HR Software Guide details how to issue an employment contract for signature and how to send a policy document for acknowledgement - this is important as it ensures that there is something to do within eSS when they first log in.

Do not send this communication until the tasks listed below have been set up in core Citation HR Software (see the Citation HR's On-Boarding & Account Set Up Guide for more information).

Email 3 - eSS welcome message for leaders, managers, employees, volunteers and/or contractors 


Hello [First name]

Welcome to your eSS

We’ve introduced this new software because it will speed up and simplify a lot of routine HR administration, make record-keeping easier, and provide you with immediate access to important HR documents. Here’s a list of some of the things you can now do within eSS:

  • View our company policies on various things including [insert description of what’s available];

  • View and update your personal details (including your address, bank account for example) as well as access select documents stored against your HR file (such as your current signed employment contract for example);

  • View and action tasks assigned by management or HR such as acknowledging and electronically signing documents.

So, what do you need to do?

It’s now your turn to act. Make sure you do the following before [insert date]:

  • Check and update your personal details;

  • Read and sign your new employment contract;

  • Read and acknowledge policy [insert policy name];

  • [insert additional tasks, if any].

ACTION: Please download your “Employees' Jumpstart Guide” for instructions on how to start using eSS and action important HR tasks.

Who can you turn to for help?

Our official Citation HR Software champions will be [insert names] – they will be able to help you with any questions you have about the HR software.

Kind regards,
[insert name and title]




How to send the above as an eSS Welcome Message

It is simple and straightforward to send an eSS message. You do this within core Citation HR Software (Management Portal). The eSS welcome message should be sent to anyone who will provided with an eSS log in. This welcome message will be displayed on your account’s eSS noticeboard welcoming users into eSS for the first time.




Click on "Actions" in the top menu.

Click on “Self Service Messaging”.


Click on “Create Message”.

To send the eSS message to all employees within a branch, select “Select branch(es)” and “Record Type” (which is likely to be “Employees”). To send the eSS message to select individual/s, select “Select user(s)” and type the name of the individual.







Type a "Subject" and copy and paste the above communication template into the “Message Body”.


Click on “Attach Documents” and attach the relevant document – the “Employees' Jumpstart Guide” or the relevant “Workplace Policy”. You may need to search for it in the search bar.





NOTE: Make sure to select the document from the list, not the checkboxes to attach the document to the message.




Tick the "Acknowledgement" checkbox

Select an appropriate “Expiry Date” for the message, after which the message will be removed from eSS.  




Click “Send”.



Ticking the “Acknowledgment” checkbox will:
1) Create an eSS task for the eSS user to complete.

2) Require the employee to formally acknowledge that they have received and read the message. This creates an audit trail against the employee under the “Notes” tab.

3) Allow for you to report on who has and who hasn’t acknowledged the message.