Overview: The Welcome Email is automatically sent when you add a new employee in Buddy Punch. However, if the Welcome Email ever needs to be re-sent for any reason, Account Administrators are able to do so both individually and in bulk.
Important! Resending the Welcome Email will reset an employee's password.
Instructions:
Resending the Welcome Email
1. To resend the Welcome Email for an employee, start by clicking Employees in the top navigation and then click View next to the name of the employee in question:
2. In the employee's profile, click More followed by the Resend Welcome Email button located below the employee's name and profile picture on the left side of the page:
3. You'll be notified that resending the Welcome Email will reset the employee's password. Click Resend to complete the process:
4. Once the process is complete, you'll be taken back to the employee's profile and will receive a confirmation message:
5. The employee will receive the Welcome Email with the subject "Your Buddy Punch Account from <Your Account Name>". The Welcome Email includes the employee's login credentials (username and password) as well as the next steps to get them started and details to get in contact with you as the Administrator:
Resending the Welcome Email In Bulk
If you need to send the Welcome Email to multiple employees at once, you're able to do so without going into each individual profile.
1. Start by clicking Employees in the top navigation:
2. Check the box next to each employee you want to email, or use the checkbox at the top of the column to select everyone currently shown. A badge at the right of the toolbar keeps a running count of how many employees are selected:
3. Click Resend Welcome Email in the toolbar above the employee list:
4. Since resending the Welcome Email will reset the employees' passwords, a pop-up will display, indicating the number of employees you've selected. Click Yes, I understand to resend the Welcome Email:
How to Know if a Welcome Email was Sent
To help you to quickly identify which employees have and have not received a Welcome Email, a badge is visible right from the Employees page.
There are two possible indicators that may display under the Invite column for an employee:
Sent
Not Sent
Hovering your cursor over the badge will provide you with more information. If an invite has been Sent, you'll be able to see the date with a clickable option to Send again:
There are a few reasons the Invite column may say Not Sent, including:
The employee was bulk uploaded, and Welcome Emails were not sent at the time of the upload
The employee's email address has recently changed, and no Welcome Email has gone out to the new address on file
Hovering over a Not Sent badge will provide you with the reason, and a clickable option to Send Welcome Email:
To quickly filter for the employees that haven't received an invite, you can click the Not Sent button near the top left corner:
FAQs
Q: Can I resend the Welcome Email to all employees at once?
A: Yes. Select the employees on the Employees page and use the Resend Welcome Email button, following the steps here. Keep in mind that this resets the password for every employee you have selected.
Q: I've sent/resent the Welcome Email, but my employee isn't receiving it. What's happening?
A: After verifying that the employee's email address is correct and free of typos, please contact the Support Team, and we can check the backend logs for any bounces or anything else blocking the successful delivery of the Welcome Email. Once any bounces or other errors are cleared, we can try resending the Welcome Email once more.
Q: What does the Welcome Email look like and say?
A: The Welcome Email is sent with the subject "Your Buddy Punch Account from <Your Account Name>". Click here for a Welcome Email example.
Q: Can I customize what the Welcome Email says?
A: No, the Welcome Emails are not customizable at this time; however, you can send an in-app message to employees with further details as you wish.
Q: If an employee replies to the Welcome Email, who is their reply sent to?
A: Their reply will be sent to the Administrator who added them to the system or who resent their welcome email.
Q: What if my employee's login credentials aren't working?
A: Please ensure both the username and password being used are correct and the latest version of the credentials. If the username differs from the employee's email address, ensure they are logging in with their username, and not their email. Be mindful that the password is case sensitive. Please also check for any extra spaces or other typos. If trouble persists, please contact the Support Team for further assistance.
Q: Can my employee change or reset their password after receiving the Welcome Email?
A: Yes, employees can update their passwords at any time with these steps.
Q: Can I resend the Welcome Email from the mobile app?
A: No, at this time, the Welcome Email can only be resent from the Buddy Punch website. While the web must be used, you can use your mobile browser for this if you are on a mobile device.
Q: How can I know if an employee has been sent the Welcome Email?
A: There will be a badge shown on the Employees page that indicates whether or not a Welcome Email has been sent. You can learn more about this above.
Q: Why does it show that an employee's Welcome Email was not sent?
A: There are a few reasons that an employee's Welcome Email may not have been sent. You can hover your cursor over the badge to see more information, as detailed above.