Email Automations - Managing personal and work emails

Overview

In many cases, users are added to Firstbase with a personal email. This way, they can order their equipment before their start date. 

After their start date, many customers want their users to log in to Firstbase via SSO and use their work email. 

Similarly, once a user leaves a company, they will stop having access to their work email and will need to log into Firstbase with their personal email. 

To solve these use cases and ensure users can transition between emails smoothly, we've built two email swapping options that will automatically flip primary and secondary emails based on a user's start date and last date. 

How it works 

Email Swapping can be managed through the 'Email Automations' feature in the Settings section of the Firstbase menu. This allows admins to enable or disable email swapping for onboarding and offboarding processes.

Once on, we will automatically flip a user's primary and secondary email. 

- For onboarding, we do so on their start date.

- For offboarding, we do so the date after their last date. 

Automation Triggers

Email automations run every day at 3 AM UTC to manage email swapping for onboarding and offboarding processes.

Onboarding Email Swapping

• On a user's start date, their work email will automatically become their primary email.
• Trigger Time: 3 AM UTC on the start date.

Example:

• If a user's start date is March 19th:
  • For a user in UTC time, their email will swap at 3 AM on March 19th.
  • For a user in US Eastern Time (EST), their email will swap at 10 PM EST on March 18th.

Once triggered, the primary and secondary emails in the user's profile will be flipped:

• Work email → becomes primary.
• Personal email → becomes secondary.

Offboarding Email Swapping

• On the day after a user's last day, their personal email will automatically become their primary email.
• Trigger Time: 3 AM UTC the day after the user's last working day.

Example:

• If a user's last day is March 19th:
  • For a user in UTC time, their email will swap at 3 AM on March 20th.
  • For a user in US Eastern Time (EST), their email will swap at 10 PM EST on March 19th.

Once triggered, the primary and secondary emails in the user's profile will be flipped:

• Personal email → becomes primary.
• Work email → becomes secondary.

Email Domains

To ensure accurate email swapping, add your organization's email domains. This helps Firstbase identify which emails are considered "work emails."
Examples:

• @firstbase.com
• @firstbasehq.com

Do we notify the user?

Yes. We send an email to each user at the time the email is swapped to let them know. This email is sent to the primary and secondary emails to ensure we don't miss them. 

Here are samples of the emails:

• Onboarding Email Swap:

• Offboarding Email Swap: