Email Communication Templates
Use these email templates to tell employees that you are rolling out HYPR. Each template lists its purpose, when to send it, a subject line and the message. Adapt the wording to your organization's voice, and have your communications, legal or privacy team review each message before you send it.
Replace each bracketed placeholder with your own value. The following table lists the placeholders the templates use.
| Placeholder | Replace with |
|---|---|
| [Company] | Your organization's name |
| [enrollment date] | The date registration opens for the recipient |
| [applications] | What employees sign in to with HYPR without a password, for example "your Windows workstation and single sign-on apps". List only sign-ins that are passwordless for your users |
| [support contact] | Your help desk email address, phone number or portal link |
| [sender] | The team that sends the verification link, for example "the IT team" |
| [link] | A link to your internal rollout page or FAQ |
Introduction Email
Purpose: Tell users that passwordless sign-in is coming.
When to send: Two weeks before the enrollment date.
Subject line: Passwordless sign-in with HYPR is coming soon
Message:
Your sign-in experience at [Company] is changing. Starting [enrollment date], you will sign in to [applications] with the HYPR Mobile App on your phone instead of typing a password.
Why the change? Passwords can be stolen, guessed and phished. With HYPR, there is no password for you to type, remember or reset when you sign in to [applications]. Instead, you confirm that it's you on your phone, using your phone's face recognition or fingerprint, or a PIN you create in the HYPR Mobile App.
We will send setup instructions before [enrollment date]. To learn more, visit [link].
[Optional: add a screenshot or short video of the new sign-in experience.]
Second Email
Purpose: Tell users that registration opens in one week and how to prepare.
When to send: One week before the enrollment date.
Subject line: HYPR registration opens on [enrollment date]
Message:
On [enrollment date], you can register for passwordless sign-in with HYPR. After you register, you sign in to [applications] with your phone instead of a password.
To prepare:
- Install the HYPR Mobile App on your phone from the App Store or Google Play [or: your company app catalog]
- Keep your phone with you on [enrollment date]. You will use the HYPR Mobile App to scan a QR code that pairs your phone with [applications]
We will send step-by-step instructions on [enrollment date]. If you have questions, contact [support contact].
[Optional: add a screenshot or short video of the new sign-in experience.]
Identity Verification Announcement (HYPR Affirm)
Purpose: Tell users that they may be asked to verify their identity with HYPR Affirm, for example before they register for passwordless sign-in, when they recover access to their account or when they call the help desk.
When to send: Before users receive their first verification link. Send it with, or shortly before, the Second Email if verification is part of registration.
Subject line: How [Company] verifies your identity
Message:
To protect your account, [Company] uses HYPR Affirm to confirm that you are who you say you are before [describe when, for example "you set up passwordless sign-in", "you recover access to your account" or "the help desk makes changes to your account"].
When verification is needed, you receive a link by email or text message, from [sender] or from the help desk. The link opens a short series of screens in your web browser, on your phone or your computer.
The first screen lists the steps in your verification. Depending on what [Company] requires, you may be asked to:
- Enter your work username or email address
- Enter a one-time code sent to your phone or email
- Allow your browser to share your location
- Take a photo of a government-issued ID, such as a passport or driver's license, and a photo or short video of your face
- Wait while a reviewer, such as your manager, confirms the result
Before you enter any information, a consent screen presents the consent terms for the verification. Read them to the end, then click Accept to continue. [Optional: add a link to your organization's privacy notice.]
If your verification includes an ID check, have your ID with you and find a well-lit place. If you start on your computer, the ID check can offer to continue on your phone.
Only use a verification link that you expected to receive from [sender] or the help desk. If you receive one you did not expect, contact [support contact] before you open it.
List only the steps your verification flow includes, and describe when employees receive a link to match your process. The consent content the employee accepts is set per verification flow, so review it before launch. To learn which steps capture biometric data and which notice requesters see, read Biometric Data and the Privacy Notice. Share the relevant details with your legal or privacy team.