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Onboarding email templates

Below is a sample email template you can use to inform your colleagues about the WhatPulse Professional installation on their devices. Feel free to customize it to fit your organization's tone and policies. From explaining the purpose of WhatPulse to addressing privacy concerns, this template covers the key points your users need to know.

Template:​

Hi everyone,

We want to let you know that we'll soon be rolling out WhatPulse Professional on company devices.

This email explains why we're using it, what data it collects, and how you can see your own data. We're sharing this so you know exactly what to expect.

Why we're using WhatPulse Professional​

WhatPulse Professional helps us better understand how our tools and work patterns are used, so we can:

  • Make more informed decisions about software and licenses
  • Spot inefficiencies or unused tools
  • Improve workflows based on real usage data, not assumptions

This is about understanding systems and trends, not monitoring individuals.

License management​

One of the key ways we'll be using WhatPulse is to optimize our software licenses.

By analyzing usage reports from WhatPulse, we can:

  • Identify how many people actively use specific licensed applications
  • Assign licenses (like [Application X]) to those who need them most
  • Ensure we have enough licenses to go around
  • Avoid paying for unused licenses

This approach helps us allocate resources efficiently and make sure active users get the tools they need.

Your access to your own data​

You'll have access to the same data about yourself that is collected by WhatPulse.

Through the WhatPulse Professional web portal, you can:

  • View your own activity statistics
  • See trends over time
  • Understand what is (and isn't) being measured

We believe transparency is important, which is why employee access is enabled.

What the desktop app does (and lets you see)​

The WhatPulse desktop app runs locally on your computer.

From the app, you can:

  • See exactly what data is being collected
  • View live and historical stats
  • Pause or stop tracking when needed (depending on company policy)

Nothing is hidden: the app shows what it measures.

Privacy & data usage (important)​

We want to be very clear about this:

  • WhatPulse does not record keystrokes, content, screenshots, or screen recordings
  • It does not capture emails, messages, documents, or websites' content
  • Data is aggregated and focused on activity counts and usage patterns, not what you type or view

The data is used to understand workflows and tooling, not to evaluate individual performance.

Time tracking​

If time tracking profiles are enabled for your role:

  • You can switch between profiles (for example: project types or tasks)
  • Profiles help you understand where your time goes, not minute-by-minute surveillance
  • You remain responsible for starting or switching profiles as needed

This feature is intended as a self-insight and reporting tool, not micromanagement.

Questions or concerns​

If you have questions about:

  • What data is collected
  • How it's used
  • Or how to access your own stats

Please reach out to [internal contact / IT / HR]. We're happy to explain.

Thanks for taking the time to read this, [Name / Team]