Overview

This article explains the application setting that controls whether Classter automatically sends a welcome email to a newly created Employee user account. It is intended for administrators and HR staff who manage employee records and user accounts in Classter, and who want to understand how new employees receive access to the system.

The setting is called Notify_Employees_At_User_Creation. It is a simple Yes/No (on/off) switch found in the Security Settings area of Main Settings, and it is configured independently for each institution.

What This Setting Does

When this setting is switched ON, Classter automatically sends a welcome email to a new employee as soon as their user account is created in the system. The employee does not need to ask for access, and nobody at the institution needs to remember to send it manually – the email goes out by itself, immediately after the account is created.

When this setting is switched OFF, no automatic email is sent when an employee account is created. In that case, someone at the institution (typically an administrator or a member of the HR / back-office team) must manually deliver the employee login details, for example by using the “Send Initial Invitation” action, or by sending the credentials through SMS if that channel is set up for the institution.

The welcome email plays the same role as the credentials sent through the manual “Send Initial Invitation” action: it gives the new employee what is needed to sign in for the first time – normally a username, an initial (first-time) password, and a link to the Classter login page.

Where It Is Used

This setting is found at: Main Settings > General Settings > Security Settings > Invitation Letters (New Account).

It only takes effect at one specific moment: the creation of a new Employee user account. It does not apply when:

• An existing employee record is edited or updated.
• An employee password is reset (the separate “Reset password and re-invite via e-mail” action handles that case on its own).
• A user account of a different type is created – Student, Parent, and Teacher accounts each have their own separate, independent version of this same setting.

Because the setting is configured per institution, in a Classter environment that manages multiple schools, colleges, or campuses under one platform, each institution can decide independently whether its new employees receive this automatic welcome email.

Business Logic / Behavior

Prerequisites

Before this setting can have any practical effect, the following must be true:

• The person must already exist as an Employee record in Classter and that record must be Active. A user account – and therefore the welcome email – is only generated once these conditions are met.
• The employee must have a personal email address entered on their Employee card. Without a personal email on file, Classter has no address to send the welcome email to, so no email is delivered even when the setting is switched on.
• The institution outgoing email / notification sending must be properly configured and working. If email is not set up for the institution, no automatic notifications of any kind – including this welcome email – will reach users.

Business Rules

• The welcome email is sent only once, automatically, at the moment the employee account is created. It is not repeated on later logins or edits.
• This is strictly a per-account-type setting: enabling it for Employees does not affect whether Parents, Students, or Teachers receive a similar welcome email – each account type has its own separate switch.
• By default, this setting is switched OFF for new institutions. An administrator must deliberately turn it on for automatic employee welcome emails to be sent.
• A related setting, “Initial Invitation Valid For (Days)”, defines how many days after account creation Classter is still allowed to send this type of initial invitation email (30 days by default, or unlimited if set to 0). It does not change whether the welcome email is sent at creation time, but it affects related invitation and re-invitation actions for the same account afterwards.

K-12 Mode vs Higher Education Mode

Based on how this setting is defined in Classter, it behaves identically in K-12 (school) mode and in Higher Education (college/university) mode. Employee accounts – administrative staff, back-office personnel, and similar roles – are not tied to the curriculum, grading, or enrollment structures that differ between the two modes, so there is no separate Higher Education version of this setting. Whether “Enable Configuration for Higher Education” (Xrisi_parametropoihshs_kolegiou) is turned on or off for the institution, a new Employee account triggers the automatic welcome email in exactly the same way whenever this setting is enabled.

Example(s)

Example 1 – Setting Enabled

A K-12 school has this setting switched ON. The HR office creates a new Employee record for Alex Morgan, who has just joined as a Front Office Coordinator, and enters Alex personal email address on the Employee card. As soon as the Employee record is marked Active and a Classter user account is generated, Classter automatically sends a welcome email to that personal email address containing a username, an initial password, and a link to sign in. Alex can log in the same day, without HR needing to take any further action.

Example 2 – Setting Disabled

A Higher Education institution keeps this setting switched OFF because the IT department prefers to hand out login details in person during a short onboarding session. A new Employee record is created for Jordan Lee, a newly hired Lab Technician, but no email is sent automatically. Later that week, during onboarding, an administrator opens the Users Accounts page, selects Jordan account, and manually runs the “Send Initial Invitation” action so that Jordan receives the login email at the intended time.

6. When to Use

When to Enable

• The institution wants new employees to gain access to Classter immediately, without waiting for an administrator to send credentials manually.
• Employee accounts are created often (frequent hiring, seasonal or substitute staff), and sending invitations manually each time would be repetitive or easy to forget.
• The institution wants a consistent, hands-off onboarding experience for every new employee.

When to Disable

• The institution prefers to double-check an employee record (personal email, role, permissions) before that person is given system access.
• Login credentials are meant to be delivered at a specific moment – for example during an in-person onboarding session or together with other new-hire paperwork – rather than the instant the record is created.
• An employee record may sometimes be created in Classter before their official start date, and sending credentials immediately could be premature.

7. Notes

Related settings (found in the same Invitation Letters (New Account) section):

• Classter will send welcome email to user when a new Parent account is created / SchoolPortal_Enimerwsi_gonewn_kata_tin_dimiourgia_logariasmou (Main Settings > General Settings > Security Settings > Invitation Letters (New Account))
• Classter will send welcome email to user when a new Student account is created / SchoolPortal_Enimerwsi_mathitwn_kata_tin_dimiourgia_logariasmou (Main Settings > General Settings > Security Settings > Invitation Letters (New Account))
• Classter will send welcome email to user when a new Teacher account is created / SchoolPortal_Enimerwsi_kathigitwn_kata_tin_dimiourgia_logariasmou (Main Settings > General Settings > Security Settings > Invitation Letters (New Account))
• Initial Invitation Valid For (Days) / InitialInvitation_ValidForDays (Main Settings > General Settings > Security Settings > Invitation Letters (New Account))

If an employee does not receive the expected welcome email even though this setting is enabled, check first whether a personal email address is recorded on their Employee card, and whether the institution outgoing email / notification service is active. As a manual fallback at any time, an administrator can use the “Send Initial Invitation” action (or “SMS Initial User Credentials”, where SMS is available) from the Users Accounts page to deliver login details to any employee.