Human Capital Management - iQ Alerts & Actions – Fourth & HotSchedules Customer Success Portal

Overview

We are consolidating and streamlining a broad set of human capital-focused alerts and actions into the Manager iQ App, providing managers with a single, smart interface to stay informed about their teams and make timely, confident operational decisions. This initiative covers the full scope from employees' right to work or upcoming birthday alerts to Holiday Approval workflows.

Holiday Approval Action - Action

When this action happens:

When an employee requests a holiday via Employee Self Service, their Line Manager (for holiday notifications) will receive an Action.

Why it matters:

Approving or rejecting holiday requests in a timely manner helps with planning and ensures teams stay properly resourced. It gives employees clarity around their time off, helps avoid last-minute disruptions and supports fair, consistent leave management.

What you’ll see:

The number of days/hours holiday the employee has available
The number of days/hours holiday requested
Holiday dates
Whether the days requested are paid/unpaid or full/half days
Details of any employees in the same location who are already on annual leave for the requested dates

What you need to do:

As an employee line manager, you will need to decide whether to approve or reject their holiday request.

This action helps you make a quick, informed decision. Once you’ve responded, the employee will be notified immediately of the outcome within ESS, and their record in HR will be updated.

Holiday Approval Action Failed - Alert

When this alert happens:

If, on the rare occasion, the action taken fails to update the employee's holiday record in HR, the employee's line manager will receive an Alert

Why it matters:

What you’ll see:

The employee's name and employee number
Requested Holiday date
Employee's Job Title

What you need to do:

As an employee line manager, you will need to log in to the employee's HR record and review their holiday record.

You can then action the holiday request from within their record to ensure that the employee's holidays are actioned in a timely manner.

Approved Holiday Cancellation - Alert

When this alert happens:

When an employee deletes an approved holiday via Employee Self Service, their Line Manager (for Holiday Notifications) will receive an Alert.

Why it matters:

Knowing if an employee has cancelled an approved holiday allows managers to better manage staffing and employee availability, helping to maintain a fully staffed schedule.

What you’ll see:

The employee's name and job title
The date of the cancelled holiday
The date the holiday was cancelled

What you need to do:

As an employee line manager, you will be able to check to see whether any open shifts need to be filled for the days the employee may now be free to work.

Right to Work Expiry - Alert

When this alert happens:

Each day, Alerts will be sent to employees' line managers if their Right to Work is due to expire in the next 90, 60 or 30 days.

Why it matters:

Ensuring employees' Right to Work in the UK is confirmed and detailed correctly in their HR record means compliance with UK regulations and protects against disruptions in the workforce.

What you’ll see:

The employee's name and employee number
The employee's job title
The Right to Work Expiry Date

What you need to do:

As the employee's line manager, you should make arrangements to submit a new check for proof of Right to Work in the UK and ensure all information is recorded correctly in the employee's HR record.

Right to Work Expiry - Action

When this action happens:

Each day, an Action will be sent to employees' line managers if their Right to Work is due to expire in the next 14, 7 or 1 day(s)

Why it matters:

Ensuring employees' Right to Work in the UK is confirmed and detailed correctly in their HR record ensures compliance with UK regulations and protects against disruptions in the workforce.

What you’ll see:

The employee's name and employee number
The employee's job title
The Right to Work Expiry Date

What you need to do:

Confirm you understand that you must complete a Right to Work check as soon as possible. Then you should make arrangements to submit a new check for proof of Right to Work in the UK and ensure all information is recorded correctly in the employee's HR record.

New Employee has no Right to Work information - Alert

When this action happens:

Each day, Alerts will be sent to a new employee's line managers if their new employment record is created in HR without Right to Work information populated.

Why it matters:

Ensuring employees' Right to Work in the UK is confirmed and detailed correctly in their HR record ensures compliance with UK regulations and protects against disruptions in the workforce.

What you’ll see:

The employee's name and employee number
The employee's job title
The employee's Start Date

What you need to do:

As their line manager, you should ensure your employee's Right to Work information is correctly recorded in their HR record. If the information is missing, make arrangements to submit a new check for proof of Right to Work in the UK and ensure the results are recorded accurately.

Active Employee has no Right to Work information - Alert

When this action happens:

Each day, Alerts will be sent to employees' line managers if their employment record does not contain information about their Right to Work in the UK.

Why it matters:

Ensuring employees' Right to Work in the UK is confirmed and detailed correctly in their HR record ensures compliance with UK regulations and protects against disruptions in the workforce.

What you’ll see:

The employee's name and employee number
The employee's job title
The employee's Start Date

What you need to do:

Employee's Birthday - Alert

When this alert happens:

Each Sunday evening, Alerts will be sent to employees' line managers giving details of any employee whose birthday falls within the next 7 days.

Why it matters:

Acknowledging an employee's birthday by wishing them a Happy Birthday promotes a sense of belonging and recognition. This can contribute to improved morale, employee satisfaction and retention.

What you’ll see:

The employee's name
The employee's job title
The employee's birthdate

What you need to do:

As an employee line manager, you should wish them a Happy Birthday!

Employee's Work Anniversary - Alert

When this alert happens:

Each Sunday evening, Alerts will be sent to employees' line managers giving details of any employee whose work anniversary falls within the next 7 days.

Why it matters:

Acknowledging an employee's anniversary by congratulating them helps to reinforce a culture of appreciation and loyalty, which boosts employee morale and strengthens employee-manager relationships. This contributes to increased employee satisfaction, retention and a more positive workplace culture.

What you’ll see:

The employee's name
The employee's job title
The employee's anniversary date
The number of years service

What you need to do:

As their line manager, you should congratulate your employee on their work anniversary and thank them for their hard work and contribution to the team.

Employee's Probation Period is due to end - Alert

When this alert happens:

Each Sunday evening, Alerts will be sent to employees' line managers giving details of any employee whose probation period is due to end in the next 7 days

Why it matters:

Ensuring that timely probationary review meetings are completed ensures a consistent and proactive approach to employee management. It supports clear communication of expectations and performance feedback, contributing to better onboarding experiences and stronger employee engagement.

What you’ll see:

The employee's name
The employee's job title
The employee's probation end date

What you need to do:

As their manager, you should meet with your employee to discuss their performance, give and receive feedback about their time working with you so far. Ensure details are recorded within the employee's HR record, too.

Employee's Fixed-Term Contract is due to end - Alert

When this alert happens:

Each Sunday evening, Alerts will be sent to employees' line managers giving details of any employee whose fixed-term contract is due to end in the next 7 days.

Why it matters:

Discussing an employee's time working allows both parties to reflect on the time, provide feedback and discuss potential future opportunities. This contributes to a positive offboarding experience and supports talent retention by identifying high-performing individuals for future roles.

What you’ll see:

The employee's name
The employee's job title
The employee's contract end date

What you need to do:

As their line manager, you should book time with your employee to discuss their time working with you, provide feedback and discuss whether they would be interested in future opportunities.

A New Employee is due to Work their First Shift - Alert

When this alert happens:

Each Sunday evening, Alerts will be sent to employees' line managers giving details of any employee who is working their first shift in the next 7 days.

Why it matters:

First impressions are important for employee satisfaction and worker retention. Ensuring everything is in place, ready for an employee's first shift, as well as organising someone to welcome them, goes towards a positive first day experience.

What you’ll see:

The employee's name and job title
The employee's division
The date of the employee's first shift
The start and end time of the employee's first shift

What you need to do:

Take time to prepare for your new employee's first shift, ensuring everything is in place for a smooth start, and there is someone assigned to meet and help them through their first day.

An Employee is due to Work their Final Shift Before Leaving - Alert

When this alert happens:

Each Sunday evening, Alerts will be sent to employees' line managers giving details of any employee who is working their final shift before leaving in the next 7 days.

Why it matters:

Ensuring all tasks are complete prior to an employee leaving after their final shift ensures a smooth and compliant offboarding. It provides the opportunity for a positive and respectful departure experience, reinforcing the organisation's reputation.

What you’ll see:

The employee's name and job title
The employee's division
The date of the employee's final shift
The start and end time of the employee's final shift

What you need to do:

Take time to complete all tasks required when an employee leaves to ensure a smooth transition.

A Schedule Submission is Overdue - Alert

When this alert happens:

Each day, checks will be made to compare Location rota statuses against the payroll diary, and an Alert will be sent to managers tasked with submitting schedules to payroll if any are over 2 hours past their agreed submission time.

Why it matters:

Ensuring all data is available for a timely and accurate payroll process is essential in making sure employees are paid on time for the work they have completed. Missing payroll deadlines can increase the risk of payment errors, which can reduce an employee's trust in the organisation, ultimately leading to decreased employee satisfaction and a higher employee turnover.

What you’ll see:

The start date and location of the overdue schedule
The schedule's current status
The date that the schedule should have been submitted by
The time that the schedule should have been submitted by

What you need to do:

Submit the schedule to payroll as soon as possible to ensure accurate payroll processing.

Onboarding: An employee has completed their onboarding - Action

When this action happens:

When a new employee has successfully completed their Onboarding via the Onboarding App, their Line Manager will receive an Action

Why it matters:

Knowing when an employee has completed onboarding via the Self Service Onboarding App allows the manager to ensure they make contact with the new employee to make them feel welcome, schedule them on for their first shift, and ensure everything is in place for their first day. Sending a welcome message to a new employee creates a great first impression and helps to make them feel welcomed and part of the team.

What you’ll see:

The new employee's name and employee number
The employee's start date
The employee's job title

What you need to do:

As an employee line manager, you can choose to send the new employee a welcome notification within ESS from the Action

Choose from three pre-determined messages, or write your own. The message will appear as a notification within the new employee's ESS when they log in to it. Of course, it is possible to skip sending a message and simply close the action.

Onboarding: A new hire has not completed their onboarding - Alert

When this alert happens:

Each day, checks will be made to identify any new hire who is due to start employment in the next three days, but has not completed their Onboarding

Why it matters:

New hires sometimes struggle with their Onboarding due to reasons relating to technology, understanding, language barriers, etc. Reaching out to them is important to make sure they feel supported and are given help to complete their onboarding so they can start work on their scheduled day.

What you’ll see:

The candidate's name
The Candidate's start date
The Candidate's phone number

What you need to do:

As a manager, you have the details needed in order to call the candidate to make sure everything is OK with their onboarding, help with any issues, or find out that they no longer ich to start working for you.

Employment Change Request: A change request has been approved - Alert

When this alert happens:

When an Employment Change Request has been approved, the employee's Line Manager will receive an Alert to let them know.

Why it matters:

Knowing when an employee's change of employment terms has been approved helps to keep up to date about what is going on within their team. Knowing they can update their employee with the good news as soon as it is available will also help to maintain morale.

What you’ll see:

The Employee's name and employee number
The Effective date of the change

What you need to do:

As the employee's line manager, once you have confirmation that the change request has been approved, review the information in the employee's record, amend schedules if necessary, and let the employee know.

Employment Change Request: A change request has been rejected - Alert

When this alert happens:

When an Employment Change Request has been rejected, the employee's Line Manager will receive an Alert to let them know.

Why it matters:

If is important to know when an employment change request has been rejected so the line manager can follow up with both the approver and the employee in a timely manner.

What you’ll see:

The Employee's name and employee number
Who rejected the request
Comments from the request approver

What you need to do:

As the employee's line manager, once you have confirmation that the change request has been rejected, review the comments and act accordingly, whether that is resubmitting an amended request or advising the employee on the outcome.

TrustID: Positive response received from TrustID - Alert

When this alert happens:

After a TrustID Right to Work check has been submitted via an employee's HR record, the Alert will generate when a positive response is received back.

Why it matters:

Once a check has been received back, it's important to download the validation report to understand whether there are any working restrictions. Knowing when the report has been returned allows Line Managers to efficiently manage the employee's status and ensure work schedules are correct and compliant.

What you’ll see:

The Employee's name and employee number
The Employee's job title
The date the check was completed
TrustID response (Continuous or Time Limited)

What you need to do:

As the employee's line manager, it is important that you understand whether the employee is subject to any work restrictions and ensure their HR record clearly reflects them to ensure compliance.

TrustID: Negative response received from TrustID - Alert

When this alert happens:

After a TrustID Right to Work check has been submitted via an employee's HR record, the Alert will generate when a negative response is received back.

Why it matters:

A negative response from TrustID means that a successful Right to Work check has not been completed, and the employee may not be eligible to work in the UK. It is important to quickly check the response report and act accordingly to ensure compliance.

What you’ll see:

The Employee's name and employee number
The Employee's job title
The date the check was completed
TrustID response (Rejected)

What you need to do:

As the employee's line manager, it is important that you understand whether the employee is eligible to work in the UK. A rejected response requires immediate investigation and a new TrustID request created, or the employee is terminated, depending on the outcome.

Contents

Holiday Approval Action - Action

Holiday Approval Action Failed - Alert

Approved Holiday Cancellation - Alert

Right to Work Expiry - Alert

Right to Work Expiry - Action

New Employee has no Right to Work information - Alert

Active Employee has no Right to Work information - Alert

Employee's Birthday - Alert

Employee's Work Anniversary - Alert

Employee's Probation Period is due to end - Alert

Employee's Fixed-Term Contract is due to end - Alert

A New Employee is due to Work their First Shift - Alert

An Employee is due to Work their Final Shift Before Leaving - Alert

A Schedule Submission is Overdue - Alert

Onboarding: An employee has completed their onboarding - Action

Onboarding: A new hire has not completed their onboarding - Alert

Employment Change Request: A change request has been approved - Alert

Employment Change Request: A change request has been rejected - Alert

TrustID: Positive response received from TrustID - Alert

TrustID: Negative response received from TrustID - Alert

Related articles