Creating and Assigning Pay Stub/W2 Email Templates

One distinguishing feature of HUB is employee pay stub and W2 delivery.  A key component this is proactive email notification to employees when a pay stub or W2 is available for download.  Parts of the subject and body of this email can be customized to your liking and we wanted to show you how simple and easy it is to do.

There are two steps in the process:

  1. Creation of your email templates
  2. Assignment of your email templates telling HUB which ones to utilize when notifying employees

Creating your email template

1.  Click on My Account on the top menu

2.  Click the Branding tab on the left hand menu

3.  At the bottom of the page, use the Email Templates section.  Click on the Add button to create your new email templates

4.  A blank email message will appear where you can begin creating your templates.  An important feature to utilize are merge tags which define replaceable pieces of the email based on the current client and employee being notified.  It’s sort of like using Mail Merge within Word. For a complete list of available merge tags available, visit our blog post here. Once you’ve entered the subject and body of your email template, click Save and repeat Steps 3 and 4 until all your templates are created (psst – to help we’ve included some sample email templates below).

Pay Stub Template Example

Subject:  Your *|CheckDate|* Pay Stub is available for download

Body:

Dear *|RecipientFirstName|*,

Your pay stub for check date *|CheckDate|* is now available.  It will be available for download for 365 days. 

If you lose this email you can access your pay stubs from the following link: https://YOURPAYROLLCOMPANYNAME.myfileguardian.com/hub.

Thanks,

- Contoso Payroll

Feel free to simply copy and paste the above sample template and make it your own.  Remember to edit the sign in link by replacing the YOURPAYROLLCOMPANYNAME with your FileGuardian post office URL .  Here is how it will look.

Sample W2 Email Template Example

Subject:  Your W2 for *|Year|*

Body:

Dear *|RecipientFirstName|*,

Your W2 for *|Year|* is now available.  It will be available for download for 7 years in our secure online archive. 

If you lose this email you can access your W2 from the following link: https://YOURPAYROLLCOMPANYNAME.myfileguardian.com/hub.

Thanks,

- Contoso Payroll

Feel free to simply copy and paste the above sample template and make it your own.  Remember to edit the sign in link by replacing the YOURPAYROLLCOMPANYNAME with your FileGuardian post office URL .  Here is how it will look.


Assigning check stub and W2 email templates for use

For HUB to use the email templates for check stub and W2 delivery you just created, you’ll need to assign these as your default settings. 

1.  Click on FGX - Express on the top menu.

2.  Click on the Default Settings tab on the left hand menu.

3.  Locate the sections titled Check Stubs and W2.  Click the “add” link next to the word “Email Template” in both sections.  Within the callout that displays, select the appropriate email template you’ve created and click the Save button.

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  • 04-Jan-2017
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