This article explains how HR administrators can use custom user profile fields as placeholders in TMS Notifications. These placeholders let email content automatically fill in details like team leaders, business units, or other organisation-specific identifiers. Only visible custom user fields (those visible on the profile to all employees) can be used. This prevents sensitive or restricted information from being sent via email.
Which Notifications Support This Feature
This feature is currently available in most major modules within email templates, system notifications, or module-specific notification settings. The table below outlines where custom user field placeholders can and cannot be used. We are actively working on expanding support to other modules in future updates.
Supported Modules | Currently Unsupported Modules |
General Notifications (e.g. user enrolment, user added) | Course Builder |
Learning (e.g. course enrolments, completions) | Survey |
Performance (e.g. appraisal assigned, phase started) | Analytics |
Recruitment (e.g. candidate updates, interview scheduling) | CRT (Custom Report Tool) |
Documents (e.g. document assigned) | REM (Reward & Engagement Module) |
Onboarding (e.g. task assigned, email templates) | HROnboard |
HR Core (e.g. employee personal/payment detail updates) | |
Reward & Recognition (e.g. trophy received) | |
Succession (e.g. phase assigned) | |
Leave Management (TMS) (e.g. leave approval or request) |
⚠️ | Onboarding Module: Custom field placeholder refers to the email recipient instead of the workflow assignee. For example, if you have a custom profile field "Cost Centre Code" and use this placeholder in a workflow email, it will pull the cost centre code of the email recipient rather than the workflow assignee's cost centre code. |
How to Use Custom User Field Placeholders in Notifications
Steps to edit a notification may vary depending on the module (e.g. Learning, Recruitment, Performance). Once you're editing the email content, the way to add a custom user field is consistent across all supported notifications.
Adding a Custom Field Placeholder
1. In the email content editor (for either the subject line or body), select the Placeholder dropdown menu.
2. Scroll through the list and choose a User Custom Field.
3. The placeholder will be inserted in the format ::USER_FIELD_[short_name]::
4. Make any other required changes and click Save.
These placeholders will automatically populate with the corresponding user data when the notification is triggered.
📝 Notification placeholders cannot be tested using the "Send Test Email" function. To test, you must trigger the notification through the actual action or workflow. This ensures placeholders are replaced with real user data.
Frequently Asked Questions (FAQ)
Why can't I see all Custom User Fields in the placeholder drop-down list? +
Only fields that are set to be visible to all users are available in the placeholder list. This is a security measure to protect sensitive or private information from being inserted into emails. If you need to change a field's visibility, please contact our ELMO Support team.
Can I use these placeholders in all modules? +
No, this feature is currently available only in the modules listed in the table at the top of this article. Modules not listed will not display custom field options in the placeholder dropdown.
How do I add a new custom user field? +
Please review our article on Custom User Fields for detailed instructions, and contact ELMO Support for assistance with implementation.