There are a few areas in the system where you can set up an email address for different types of email notifications to be sent FROM to your employees. Notifications for actions like pay slips, rostering, etc.
These areas are -
- business details page > contact email address;
- pay slips page > email notification from email address, and
- employing entities page > pay slip notification from email address.
Due to the sensitive nature of payroll information that will potentially be sent from these email addresses and the likelihood of the emails being treated as spam, we have placed restrictions on the email domains we will allow and therefore what emails can be entered in these fields. The restricted domains are:
- yahoo;
- gmail;
- googlemail;
- outlook;
- hotmail; and
- bigpond.
If a user tries to save an email address using one of the restricted domains on the business details page > contact email address, they will still be able to save the email but they will receive the below warning. Any system generated emails will instead use the email noreply@yourpayroll.com.au as the Sender for notifications, NOT the email address using the restricted domain.
A user will be UNABLE to save an email address using one of the restricted domains on the pay slips page > email notification from email address. They will receive the below error. If no email is entered here the notifications for pay slips will be sent from the email entered on the business detail page (if valid or the noreply email)
A user will be UNABLE to save an email address using one of the restricted domains on the employing entities page > pay slip notification from email address. They will receive the below error. If no email is entered here the notifications for pay slips for employees assigned to this entity will be sent from the email entered on the pay slips page.
Emails already set up using one of these domains
Some businesses will already have emails previously set up using these now restricted domains. If this is the case you will need to be aware that any employee notifications being sent from the email listed on the business details page will now be sent from noreply@yourpayroll.com.au and NOT the email using the restricted domain.
If you want the employee's email notifications to be sent FROM the email addresses listed in the business settings areas above, you will need to use an email address with a domain other than the restricted ones.
Which email setting is used for what email notification template?
The email address listed on the business details page > contact email address is used to send all employee notifications with the exception of employee pay slips notifications. This includes - leave, expenses, rostering, etc.
The email address used to send employee's pay slip email notifications is as follows -
- If the business has an employing entity set up AND there is an email address entered in the 'pay slip notification from email address' field on the employing entities page, this email will be used for all employees being paid under this entity;
- If there are no employing entities set up AND there is an email address entered in the 'Email Notification from email address' field on the pay slips page, this email will be used for ALL employees in the business;
- If there is no email address entered in either of the above 2 fields the 'contact email address' on the business detail page will be used.
NB. If a business using an email with a restricted domain (in any of the above mentioned areas) does not have an alternate email address to use, the email notifications will continue to be sent from the noreply@yourpayroll.com.au email.
How can I set up email sender authentication
This article provides detailed instructions on how to set up DKIM (DomainKeys Identified Mail) on a domain of your choice for emails sent via the platform from an address nominated by you, (such as pay slip notifications, leave or expense requests, report packs).