Which emails Zonitix sends, and how to stop or change one

Know what the emails from your instance are, who each kind goes to, and the screen where you change who receives one or how it looks.

For: AdministratorPlan: All plans

Before you start

Email is set up; see Set up email. Until it is, your instance sends nothing at all: each email is skipped, not kept to send later.
A role that lets you manage security settings, for the screens in steps 2 and 6. In the built-in set, administrators have that permission. The “security_analyst” role has it too; no group carries it, so an administrator gives it to a person by hand, as Roles, groups and permissions shows.
Good to know: almost every email has a twin inside the app. The same message appears under the notification bell at the top of the screen, so stopping an email does not hide the task.

The emails, by kind

Every email comes from your own instance, through the mail server you connected, from the address you set as “From address”. The words in quotation marks are how the subject line starts.

Getting into Zonitix: “You have been invited — set your password”, “Your sign-in link”, “Welcome — your account is ready”.; Goes to: The person whose account it is.
A step is waiting in a workflow: “Your turn: … is waiting on you”, “Action required: a step failed”, “Onboarding complete”, “Offboarding complete”.; Goes to: The person a step is given to by name. For a step in the IT or HR queue, the addresses in IT recipients or HR recipients. When onboarding finishes, the new hire and their manager, with IT and HR copied. When offboarding finishes, IT and HR only; the leaver is not emailed.
Something needs approving: “Approval needed: …”, “Access request awaiting your approval”.; Goes to: Everyone whose role allows them to give that approval, except the person who asked. Accounts that are disabled or offboarded are left out.
Something was given to one person to do: “Training assigned: …”, “Training reminder: …”, a reminder of policies to sign, a review to write, a survey that has opened, access review items, a compliance task.; Goes to: That person. Managers also get a summary when people in their team have overdue training or unsigned policies.
An answer to something a person asked for: “Time off approved”, “Budget approved: …”, “Control … approved”.; Goes to: The person who asked.
Hiring, to candidates: The offer to sign, a reminder before the offer link expires, interview times to choose from, “Update on your application for …”, job alerts.; Goes to: The candidate, or a visitor to your careers page who asked for job alerts.
Hiring, to your own staff: “Interview assigned: …”, “Scorecard in: …”, “Offer declined: …”.; Goes to: The interviewer, the recruiter who owns the candidate, or the hiring manager.
Looking after the server: Notices before and after a scheduled update, “Restore test FAILED — the off-site backup did not restore”, “Key escrow degraded — … needs re-sharing”.; Goes to: Administrators, and others whose role covers that part of the system.
Practice phishing emails: Whatever template you chose for the simulation.; Goes to: The staff you picked. Nothing goes out until someone sends the simulation.

Stop an email, or change who gets it

Step 1: Work out which kind it is
Find the email in the list above. What you can do depends on how it chose its reader: because the thing is theirs, because their role lets them approve it, or because their address is on a list you keep.
There is no switch for each person. “My Profile” has no email settings, so an employee cannot turn their own emails off; an administrator changes them at the source, as below.
Step 2: Workflow emails to IT and HR: edit the two lists
Go to Security & ComplianceSecurity Settings, open “Email / SMTP” and find “Notification recipients”. “IT recipients” and “HR recipients” are plain lists of addresses separated by commas. Remove an address to stop that person getting the queue’s emails, or put a shared mailbox there instead of people. Click “SAVE SETTINGS”.
If a list is empty, no email is sent for that queue. The step still waits in the app.
Step 3: Approval emails: change who can approve
“Approval needed” goes to everyone allowed to give that approval. To stop someone getting them, take away the role or group that makes them an approver; see Roles, groups and permissions. They then stop being able to approve as well, so only do this for someone who should not be approving.
Step 4: Reminders: finish, reassign or cancel the thing itself
A reminder about training, a policy, a review or an access review is sent because something is still open in that person’s name. It stops when they do it, or when you take it off them on the screen it came from. Most of these emails carry a link to that screen.
Step 5: Emails to candidates: decide when you click
Candidate emails go out because a recruiter did something. The rejection email is a tick box, “Send Rejection Email Immediately”, in the “Reject Candidate?” window: untick it to say nothing. The offer email is sent when you click “SEND OFFER”, and its wording is your own offer letter template. Job alerts are a switch on “Edit careers page”, and each alert email lets the subscriber unsubscribe. See Hire someone.

Change how emails look

Step 6: Name, logo, colour and sender
Emails carry the organisation name, logo and colour from SystemBranding; see Brand your instance. The address they come from is “From address” in “Email / SMTP”.
The wording of the emails in this list is fixed, apart from the ones you write yourself: the offer letter, a message you type to a candidate on their “Messages” tab, and the email of a phishing simulation.

Emails about scheduled updates follow the update schedule, and the restore-test email is sent only when a test fails or has not run. Both tell you something is wrong with the server’s upkeep, so leave them on; see Apply updates and Set up backups.

What you should see

After you save the recipient lists, the next workflow email for that queue goes only to the addresses now on the list.

After a role change, the person is left out of the next “Approval needed” email. Emails already sent are not recalled.

After you save branding, emails sent from then on carry the new name, logo and colour; allow a minute for it to take effect.

If something goes wrong

Nobody is getting any email: Email is not set up, or the mail server is refusing the messages. Send yourself a test from “Email / SMTP”; see Set up email.
Someone who left still gets emails: Check the IT recipients and HR recipients lists: they are typed addresses and do not follow anyone’s account. Approval emails already leave out accounts that are disabled or offboarded.
An employee asks to stop getting reminders: There is no setting for that. A reminder stops when the task is done or taken off them. If the task should not be theirs, remove the assignment on the screen it came from.
An email arrived that is not on this page: Check the sender is your own “From address”. If it is not, treat it as suspicious and do not click its links. If it is, and you cannot tell why it was sent, see Contact Zonitix support and include the subject line.