Three things control whether a new employee receives an email asking them to view or sign a document: the document's audience, the signature round, and the automated invitations setting. These pieces connect, and once they're set up, new employees are handled automatically.

If you're adding employees manually (not via an automated sync), skip to the manual section below.

When your employee list syncs from your HRIS, payroll, or AD platform (or via an automated CSV/SFTP upload), here's what happens for each new employee:

No manual steps needed. The sync runs at least once per day (unless your SFTP schedule is different), so new hires are invited within 24 hours of appearing in your HRIS system. If you need to ensure new hires are in there on their first day, contact our support team and we can add an extra forced sync early every morning.

The audience of a document determines who can access it. Set the audience by going to the document and opening the Audience section.

The audience can be set to everyone in your organization, or narrowed using filters based on groups or other employee data (e.g. custom fields) via saved segments. Anyone who matches the audience rules gains access to the document.

When your employee list syncs and a new person matches the audience, they become an audience member of that document automatically.

A signature round defines who needs to sign an acknowledgement for a document. Signature round options are available in three places: on the Home page, in the Document Library, and on the Reporting page. On the Home or Document Library page, click the green down arrow button next to the View button and choose Start a new Signature Round (or choose "Who's Signing?" to view an existing round).

On the Reporting page, if you're on the Compliance by Document report, click the Document Actions button in the top right and you'll see the same options.

Under Who needs to sign?, there are two options:

Coming soon: Filter a signature round by Employee List (e.g., include only people from your HRIS sync and exclude manually added contacts). For now, use group or custom field filters to narrow who needs to sign.

The Automated Invitations toggle controls whether Blissbook sends an email when someone gains access to a live document through an automated sync or CSV import.

Find this toggle under Email Automation > Invitations & Reminders (in the Organization section of the sidebar). Each document has its own on/off toggle.

When Automated Invitations is on and a new audience member is detected, Blissbook sends one of two emails:

After the initial invitation, automated reminders follow up with anyone who hasn't signed by their deadline (if you've configured reminders).

To customize the automated invitation email, edit the template on the same Email Automation > Invitations & Reminders page. Click the appropriate link to edit the Invitation to View and Sign or the Invitation to View email in the email editor.

If you're not using an automated sync and instead add employees one at a time via the Add Employee button on the People page, automated invitations don't apply. Instead, the Add Employee form includes a checkbox: Send handbook notification(s).

Check the box to send the notification right away. Leave it unchecked to add the person without notifying them.

This checkbox exists because when you're manually adding someone, you're right there and can decide in the moment. With a CSV import or HRIS sync (where hundreds of people might come in at once), that per-person decision isn't practical, which is why the automated invitations setting handles it instead.

Regardless of how employees are added, signature rounds still work the same way: if a round is set to include all audience members and the new person matches the audience, they're on the round.

To customize the email that's sent from the manual notification, go to Notification Center > Settings and edit the Invitation to View a Document or Invitation to Sign a Document template.

Employees on leave: To exclude employees who are on leave from a signature round, set the round to Specific People and add a filter that excludes your "On Leave" group or a custom field like On Leave = TRUE. When those employees return and no longer match the exclusion filter, they'll be added back to the signature round. See handling employees who are on leave for setup details.

Non-employees who need view access: Add the person to the document's audience directly (they'll appear as an Org Friend). To keep them off the signature round, set the round to Specific People and use group or custom field filters to include only the employees who need to sign.

Coming soon: A dedicated filter to include only people on a specific Employee List in a signature round is planned. This will make it easier to separate non-employees and other non-synced contacts from employees who need to sign.

CSV import: CSV imports follow the same automated invitations logic as HRIS syncs. If the toggle is on for a document, new audience members from the import receive an invitation email.