How to Send Bulk Emails in Horilla HRMS Software for Free [5 Steps]

Bulk email sending is an essential feature of HRMS software that can significantly streamline communication within an organization. By allowing HR professionals to send emails to multiple recipients simultaneously, it offers numerous benefits that improve efficiency and productivity. Here’s a deeper look into why this feature is crucial and how it can reduce the workload of HR teams.

Why bulk email sending is important?

1. Efficient Communication

HR departments often need to disseminate information to large groups of employees. This could include company announcements, policy updates, event invitations, training schedules, and more. Sending these emails individually can be time-consuming and prone to errors. Bulk email functionality enables HR professionals to send out messages quickly and accurately, ensuring everyone receives the information simultaneously.

2. Consistency in Messaging

When information needs to be shared with multiple employees, consistency is key. Bulk email sending ensures that every recipient receives the same message, reducing the risk of miscommunication and ensuring uniformity in the information delivered.

3. Time-Saving

Manually sending emails to large groups can take up a significant portion of an HR professional’s time. Bulk email sending automates this process, freeing up valuable time that can be better spent on strategic HR tasks such as employee development, recruitment, and performance management.

4. Improved Record-Keeping

HRMS systems with bulk email functionality often include features for tracking and recording sent emails. This helps maintain accurate records of communications, which is vital for compliance and future reference. It also allows HR teams to track which employees have received and opened the emails, ensuring important messages are seen.

To read more about the key features & benefits of the employee directory in Horilla HRMS, refer to our blog What are the Key Features & Benefits of the Employee Directory in Horilla HRMS

How does bulk email sending reduce HR workload?

1. Streamlined Onboarding

Onboarding new employees involves sending various documents and instructions. With bulk email sending, HR can quickly send welcome emails, onboarding checklists, policy documents, and training materials to multiple new hires at once, making the process more efficient.

2. Simplified Event Management

Organizing events such as training sessions, team-building activities, and company meetings requires effective communication. Bulk email functionality allows HR to send invitations, reminders, and follow-up emails to all attendees simultaneously, simplifying event management.

3. Automated Reminders

HR often needs to remind employees about deadlines for submitting documents, completing training, or participating in surveys. Bulk email sending can automate these reminders, ensuring timely compliance without manual follow-up.

4. Crisis Communication

In times of crisis or urgent situations, quick and accurate communication is critical. Bulk email sending allows HR to swiftly inform all employees about the necessary steps, ensuring everyone is on the same page and reducing panic or confusion.

How to Use the Bulk Email Sending Feature in Horilla HRMS

Step 1: Navigate to the Employees Section

First, log in to your Horilla HRMS dashboard. From the main menu on the left, select the “Employee” section to view the list of employees.

Step 2: Select Employees to Email

In the “Employees” section, you’ll see a list of all your employees. To send a bulk email, you need to select the employees you want to include in the email. You can either:

• Click on the checkbox next to each employee’s name (as shown in point 1 in the screenshot below).

• Use the “Select All Employees” button if you want to email all employees at once.

Step 3: Access Bulk Email Option

Once you have selected the employees, go to the “Actions” dropdown menu located at the top right of the employee list (point 2 in the screenshot below). Click on it to reveal a list of actions you can perform.

Step 4: Choose Bulk Mail

From the dropdown menu, select the “Bulk Mail” option (point 3 in the screenshot below). This action will open the bulk email interface where you can compose your message.

Step 5: Compose and Send Your Email

In the bulk email interface, you can:

• Enter the subject of your email.
• Compose the body of your email with any necessary details, links, or attachments.
• Review the list of recipients to ensure you have selected the correct employees.

Once you are satisfied with your email, hit the “Send Mail” button to dispatch your message to all selected recipients.

To read more about sending salary slips to employees via email in Horilla Payroll Management Software, refer to our blog How to Send Salary Slips to Employees via Email in Horilla Payroll Management Software

Conclusion

Bulk email sending is a powerful feature of HRMS software that enhances communication efficiency, consistency, and accuracy within an organization. By automating the process of sending emails to multiple recipients, it significantly reduces the workload of HR professionals, allowing them to focus on more strategic tasks. Implementing this feature can lead to better managed, more engaged, and well-informed employees, ultimately contributing to the overall success of the organization. By leveraging the bulk email feature in your HRMS, you can enhance your HR operations and ensure that your communications are always timely, consistent, and efficient.