How To

Automate Email Forwarding When Your Employees Go on Leave

Features

As part of the Phase 8.3 release, Hire2Retire can now automatically forward emails to a manager or another employee while an employee is on leave.

Just because your employee is on leave doesn’t mean that work is on leave, too. Clients need attention, and significant delays in these interactions can effectively hamper the business. But with Hire2Retire, there’s no need to worry because any emails sent to an employee on leave are automatically forwarded to a manager or other specified employee so their tasks and projects can be effectively reassigned.

What is Automatic Email Forwarding?

Let’s have a look at how the new automatic email forwarding option works from the Hire2Retire Phase 8.3 Release Notes:

“Hire2Retire can now automatically forward emails to managers while employees are on leave. Users can configure custom email forwarding rules for each of the different leave lifecycles in their Hire2Retire workflows. When a leave lifecycle event occurs, Hire2Retire will automatically redirect emails from the employee’s inbox to their manager or other specified account(s). Email forwarding will stop when the employee returns from leave.”

Why Have This Feature?

Implementing automatic email forwarding with the Hire2Retire system helps keep your organization timely and responsive, even when an employee needs to take personal leave. This feature allows you to strike a balance between the organization and an employee facing a personal emergency, enabling them to take leave for several days. This approach increases the operational efficiency of the organization while enhancing data security through improved control over data access and streamlined email management.

Despite the emergence of new technologies, email remains a widely used choice for professional communication among most companies in 2025. The automatic email forwarding feature is of considerable value for industries and sectors that follow strict security protocols and need a reliable communication channel. Industries like banking and finance, which emphasize enhanced security, find automatic email forwarding especially advantageous. Moreover, healthcare professionals depend on email to access patient information and reports, making this feature a crucial tool for their operations.

How To Implement This Feature Within Hire2Retire?

If you are trying to figure out how to execute this feature. This feature is easy to implement and can be done by following the steps below:

● Set Up the Connection:

Establish a connection between the Hire2Retire, your HR system, and your Identity Provider (IdP) setup.

● Define Data Sync Structure

Define the method, frequency, and scope of HR to IdP data synchronization Hire2Retire will perform.

● Map Profile Attributes

Map employee profile attributes from HR to their respective IdP attributes.

● Select an Extension Attribute

Choose an extension attribute to “Track lifecycle state change.” This attribute is crucial as it will inform the Hire2Retire system of the employee’s leave duration and automatically stop email forwarding once they return.

● Configure Business Rules

Under the lifecycle business rules section, select the appropriate leave type(s) to enable based on your organization’s policies.

● Enable Mail Forwarding

Check the “Setup Mail Forwarding” box. You have two options: forward emails to the employee’s assigned manager or to a specific email address. If you want to forward emails to multiple users, create a distribution list for that purpose and enter its email address.

Hire2Retire continuously enhances its capabilities, incorporating user feedback and prioritizing user preferences. Hire2Retire provides a comprehensive suite of features tailored to your specific needs. Key features include a communication hub that streamlines the employee onboarding process by sending welcome emails, providing company information, policies, and training materials, managing projects, and capturing detailed data. Additionally, Hire2Retire enables you to establish various lifecycle rules to effectively manage your organization’s processes. Furthermore, it automates the entire employee lifecycle process, including leave management, role changes, and security group management.

Want to Learn More?

Explore Hire2Retire’s solutions to meet your organization’s unique requirements.

Want to dive even deeper into the Phase 8.3 changes? Read the RoboMQ blog post on the Phase 8.3 release.

Ashita Modi

Ashita Modi is a Marketing Specialist at RoboMQ with over five years of professional experience. Her expertise lies in content strategy, with a focus on creating user-oriented content. Ashita holds a degree from UCLA Extension, where she pursued a specialized content design and UX research program. She effectively integrates these skills to communicate information compellingly.

Automate Email Forwarding When Your Employees Go on Leave

What is Automatic Email Forwarding?

Why Have This Feature?

How To Implement This Feature Within Hire2Retire?

Want to Learn More?

Ashita Modi

Ashita Modi

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+1 (800) 880-3714

sales@robomq.io

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