In the chart below, you are able to see who is notified when an activity happens in Workable. Notifications are user-based, and most of them can be managed by each user to fit their preference.
Workable Recruiting
Note that you’ll only receive notifications for candidates you’re following and for jobs you’re on the hiring team.
Activity category:
Activity |
Who is notified? |
In Your preferences? |
Details & extra resources |
|---|---|---|---|
General |
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| New user (via autojoin) | Account Admin members | No | Using auto-join |
| Expired premium job posting | Account Admin members of the hiring team | No | |
| Invoices | Billing contact (under Billing information) | No | |
Candidates |
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| Evaluation submission | Candidate Followers | Yes | The visibility cannot be changed |
| Pending evaluation | Event Attendees | Yes | The notification will be sent the next business day at 9 a.m. (based on the user's timezone) after the completion of the event for which their evaluation is pending |
| Comment submission | Candidate Followers | Yes | The visibility of individual comments may exclude some permissions. Check more here. |
| Workable Video Interviews |
Candidate Followers:
|
Yes | Notified when a video is completed, or the deadline is missed |
| Workable Assessments |
Candidate Followers:
|
No | Notified when an assessment is completed, expired, or abandoned and for the assessment results |
| New Candidate (Applied) | Hiring Team members | Yes | Daily, weekly, or Individual |
| New Candidate (Sourced and Referred) | Hiring Team members | Yes | Daily or Weekly (for referred candidates, check here) |
| New Talent Pool candidate | Hiring Team members | Yes | Included in the Daily/Weekly candidate reports (you can restrict access to talent pool) |
| Snoozed candidate wakes up | Candidate Followers | No | |
| Completion of assessments, video interviews, background & reference checks from external providers |
For assessments, video interviews, and reference checks: Candidate followers, except for external recruiters & reviewers |
No | For background checks you'll also be notified about candidate consent. Checkr follows specific notification rules, which you can review here. |
E-signatures |
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| Requested to approve or reject an offer | Approval group members | Yes | Τhis will be sent to members of the 1st approval group and when someone approves, it will be sent to the members of the 2nd group and so on |
| An approver rejected an offer | Members who created the offer | Yes | |
| Candidate accepts or declines an e-signature doc | Candidate Followers | Yes | Followers should be Hiring Managers and above to receive this |
Referrals |
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| New job available (1) | All active referrals members | Yes |
Not triggered for confidential jobs. There are notification settings for the account (under the Referrals section) and for each referral user. |
| Invitation to refer candidates (through Find Candidates tab) | Both members of the Workable account and Workable Referrals | No | Not triggered automatically; this is a manual invitation to submit referrals for a specific job |
| New application through a shared link to decide to refer that candidate or not | Referrer | Yes |
Frequency options: Immediately, Daily, Weekly, Never |
| Your referral has been hired | Referrer | Yes | Frequency options: Immediately, Never |
Emails & text messages |
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| Copy of emails |
Standard email integration: Only a copy of the candidate's reply is sent to the candidate's followers. Gmail/Microsoft 365: The email is synced to the "Sent" folder of the sender. You can include other recipients as CC when sending the email. |
No | The reply appears in the inbox of the sender |
| New text messages received |
Candidate Followers:
|
Yes | Email notifications cannot be disabled |
| Failed automation | Account Admin who created the automation | No | To see what went wrong with a failed automation go to the Activity Stream and filter with Automated Actions > Failed. Learn more here. |
Calendar events |
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| RSVP alerts from event attendees | Event organizer | No | Accepted, Tentatively Accepted, Declined |
| An organizer deletes an event | Event Attendees | No | |
| Email replies to event invitations | Candidate Followers | No | If an event attendee is not following the candidate, they will not receive notifications for replies to events |
Hiring Plan |
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| Requested to approve a requisition | Approval group members | Yes | This will be sent to members of the 1st approval group and when someone approves it will be sent to the members of the 2nd approval group and so on |
| Someone approved/rejected a requisition you’re involved with | Requisition’s stakeholders (requester, Hiring manager, Requisition owner) | Yes | |
| Someone opened a requisition you’re involved with | Requisition’s stakeholders (requester, Hiring manager, Requisition owner) | Yes | |
1 To get referral notification emails, you should have signed into your referral account at least once. If you’ve never signed into the portal, you won’t get emails. For more details about the specific time/day when the referral notifications are sent, check here.
Workable HR
These notifications will be available only if HR features are enabled for your account.
Activity |
Who is notified? |
In Your preferences? |
Details & extra resources |
|---|---|---|---|
Employee Management |
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| Requested to sign a document | Employees set as signers in the selected document template when sending the signature request | Yes | The order of signers is defined when setting up the document template |
| Requested to approve or reject an employee’s profile updates | HR Admins | Yes | Profile update requests |
| Your employee profile has been published |
The employee when their employee profile is published and is accessible for them to view or edit |
No | |
| Draft profile created for new hire |
HR Admins & the employee's line manager |
Yes | For automatically created profiles |
| New hires complete their onboarding |
HR Admins & the employee's line manager |
Yes | |
| Automatic profile publication succeeds or fails |
HR Admins |
Yes | |
Time off |
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| Requested to approve or reject a time-off request | Approval group employees (based on the time-off type and policy approval flows) | Yes | |
| Someone approved or rejected your time-off request | Employee that the request is created for | Yes | |
| Time-off requests' attachment reminders | Employee that the request is created for | Yes | When the time-off request duration is completed, this is sent on the next working day according to the employee’s work schedule |
Performance Reviews
These notifications will only be available if the Performance Reviews premium tool is active in your account.
Activity |
Who is notified? |
In Your preferences? |
Details & extra resources |
|---|---|---|---|
| Scheduled review cycle | |||
| Managers need to customize review templates | All managers | Yes | It will be sent at the preparation start date defined by the admin during the cycle setup. |
| When the reviewer is updated, and template customization is enabled | The new reviewer/manager | Yes | It is sent when template customization is enabled for managers and an HR admin assigns/changes a new manager for a specific employee while the cycle is still scheduled. It informs the manager that they are assigned to customize the review templates of this specific employee. |
| When the main review template is edited in Settings during the preparation phase |
All managers (with templates that are Ready or Draft) |
Yes | It is sent when the HR admin edits the master template from Settings. It informs the managers that the template has been updated and prompts them to check again the review questions and mark them as ready. |
| Active review cycle | |||
| When the forms have not been marked as ready and reviews cannot begin | Managers who have at least one direct report with a review template that is not Ready | Yes | It informs these managers that the reviews are blocked until they mark them as ready. |
| Review cycle starts (self-review) | Employees whose review templates are ready | Yes | It is sent when the cycle starts, prompting the employees to start writing self-reviews. Later, the employees with not ready templates will get this notification after the templates become ready. |
| Review cycle starts (manager review) | Managers whose review templates are ready | Yes | It is sent when the cycle starts, prompting the managers to start writing manager reviews .Later, the managers with not ready templates will get this notification after the templates become ready. |
| Self-review deadline change | Employees whose individual deadlines have changed | Yes | E.g. deadline extended |
| Manager review deadline change | Managers whose individual deadlines have changed | Yes | E.g. deadline extended |
| Employee shares self-review with the manager | The manager of the employee | Yes | It is sent to the manager when their direct reports share the self-review with them. |
| Reminder to employees to share the self-review | Employees who haven't shared their review yet | Yes | It is sent 3 days before the self-review deadline to remind them to write the reviews. |
| Reminder to manager to submit the manager reviews | Managers who haven't submitted their review yet | Yes | It is sent 3 days before the manager review submission deadline to remind them to submit the manager review. |
| Reminder to manager to share the manager reviews with the direct reports | Managers who haven't shared their review yet | Yes | It is sent 3 days before the manager review sharing deadline to remind them to share the manager review. |
| When the reviewer is updated | The new reviewer/manager | Yes | It is sent when the HR admin replaces the manager of an employee or assigns a manager. It informs the new manager that they should write the manager review for this employee. |
| When the manager shared the manager review with the employee | Employee | Yes | It is sent when the manager shares the manager review with the employee. |