WFM UK : Holidays : Setting Email Alerts

Overview

Using Fourth's Workforce Management solution, it is possible for managers to receive email alerts when various holiday 'events' occur - the most common being holiday requests raised by employees. Such alerts can help managers to keep on top of their workforce's availability and plan accordingly.

It is possible to configure alerts for many different events in the system but this article provides guidance on holiday-related ones only.

Alert Configuration

• From the left-side menu go to HR > Audit & Alerts > Alert Set Up

Fig.1 - Alert Set Up

• From the top-right corner, select Create a New Template

Fig.2 - 'Create a New Template' button

• Enter a Description - something like 'Employee holiday requests'
  
• Add any Notes if needed
• Select to which address the alert email should be sent:
  • Personal - uses the email address entered in the 'Work email' field of an employee’s record - for holiday requests this is the most likely option
  • Location - uses the email address set up in the Location settings - not advised for holiday requests unless it is an email address of an individual and not of a shared inbox
  • None - no alert will be emailed (though will still show in 'Alert Dispatches')
• Set the Frequency
  • Daily
  • Weekly - also chose the day of the week
  • Fortnightly - also chose the day of the week
  • Monthly - also chose the day of the month
    • Alert emails are sent out overnight, starting at 04:30 GMT
• Then Save

Fig.3 - Adding an alert template

The newly created template will be listed on the left side of the screen.

Next, 'Events' and 'Users' need to be assigned.

• Select Assign Events

Fig.4 - 'Assign Events' button

A new window will open.

• Tick Applied next to any of the following events:
  
  • Holiday Created - where an employee has created a holiday request
  • Holiday in excess of 10 days authorised (between 1 Jan and 30 Jun)
  • Holiday in excess of 10 days requested (between 1 Jan and 30 Jun)
  • Holiday Request Deleted - where an employee has deleted their own holiday request 
  • More than 1 holiday for day in same job category
• To order how the alerts are listed in the email, enter a Sequence number

Fig.5 - Applying events and sequence numbers

The next step is to assign the alert to individual Users and/or Job Titles.

• Assign Users - for specific employees to receive the alert
• Assign Job Titles - for all employees with specific job titles to receive the alert

 
Fig.6 - 'Assign Users'/'Assign Job Titles'

• Select the required users and/or job titles as required and Save

Fig.7 - Assigning a user

Fig.8 - Assigning a Job Title