Reminders can be set up for varying job roles to receive an Alert upon a trigger event, e.g. employment anniversary, employee birthdays, etc.
This article describes the process of setting Reminders and assigning them to specific Job Titles.
- Select HR from the main menu
Fig.1 - Selecting HR module
- Using the Audit & Alerts drop-down menu, select Reminder Set Up
Fig.2 - Audit and Alerts drop-down
- Select Create New Template
Fig.3 - 'Create a new template' button
- Enter a Description
- Select to which address the email should be sent:
- Personal will send to an email address entered in the 'Work email' field of an employee’s record
- Location will send to an email address set up in the Location settings
Please note: It is advised not to enter email addresses that are accessed by multiple people - e.g. HR@Locationemail.com - as alerts may contain sensitive information.
- Set the Frequency
Fig.4 - Adding a new template
- Select Assign Events
Fig.5 - Assign events button
This will open a pop-up window.
- Tick the events to be notified about, and if desired enter a Sequence for them to come through on the email
Fig.6 - Events template window
- Select ASSIGN USERS
Fig.7 - Assign users button
- Search for the employee to receive the email alert and tick the Assigned tick box
Fig.8 - Assign users window
- Alternatively, if this alert should be received by all employees within a certain Job Title, select ASSIGN JOB TITLES
Fig.9 - Assign job title button
- Select the Job Titles and use the single arrows to move them across to the Assigned area
Fig.10 - Assign job titles window
The Assigning of Events/Users and Job Titles works in the exact same way as with Alerts. The only variation is that the events are different, employment anniversaries for example.
The Dispatches areas are records of the alerts and reminders that have been sent out. This is why they do not have to be sent to an email address (the option ‘None’).
- Select Reminder Dispatches in the Audit & Alerts drop-down
Fig.11 - Audits & Alerts drop-down
- Select the Dispatch Date
This will show a record of all the details that would have been sent out in the email to the assigned Users/Job Titles.
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