WFM UK: UI Refresh HR: Setting Reminders – Fourth & HotSchedules Customer Success Portal

Overview

Reminders can be set up for varying job roles to receive an Alert upon a trigger event, e.g. employment anniversary, employee birthdays, doctor's note expiring, etc.

This article describes the process of setting Reminders and assigning them to specific Job Titles.

Process

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
Save

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
Save

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.

Dispatches

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.

Overview

Process

Dispatches

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