WFM UK: UI Refresh HR: Setting Alerts

Overview

The Alerts functionality can be used so that specific employees receive an email alert upon a trigger event, e.g. absence created, employee shift change, holiday request, etc.

This article describes the process of configuring alerts and assigning them to specific Users, and Job Titles.

Setting Up Alerts 

• From the left-side menu go to HR > Audit a& 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
• 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
  • Location - uses the email address set up in the Location settings
  • None - no alert will be emailed (though will still show in 'Alert Dispatches')

It is advised that email addresses accessed by multiple people are not used - e.g. HR@Locationemail.com - as alerts may contain sensitive information. 

• 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
• Then Save

Fig.3 - Adding an alert template

• Select Assign Events

Fig.4 - 'Assign Events' button

A pop-up window will display titled ‘Template: Assign Events’.

• Tick Applied next to the events to be notified of
• To order how the alerts are listed in the email, enter a Sequence number

Fig.5 - Assign Events window

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

Dispatches

The Alert Dispatches area contains records of the alerts that have been sent out.

• Go to HR > Audit & Alerts > Alert Dispatches

Fig.9 - 'Alert Dispatches'

• Select an Alert from the list

Fig.10 - Triggered alerts

This will show a record of all events for that alert, when they were created, and who by.

Fig.11 - Alert Event Details

Also See

• WFM UK: UI Refresh HR: Setting Reminders