Email Notifications and Reminders


We often get asked, what emails get sent out and when? 

Below is a summary of what is sent out, to whom and when.

Weekly digest

Sent at: Mailer starts sending them out at 2:15am every Monday

Sent to HR users and will include the following:

  • Employees that have a DBS expiring within 30 days or unresolved grievances.
  • Any leave requests they have to approve.
  • Upcoming one to ones they have within the next 7 days


Daily Notifier - HR users

Sent out overnight for the following day to HR users. The Daily Notifier will notify on the following:

On the follow-up date for an ID document
28 days prior to probation review
30 days prior to training expiry
30 days prior to contract expiry
On reminder date for notes
60 days prior to DBS expiry
On the review date for company docs
On the day of an interview
Daily Notifier - Line Managers
Line managers do not receive a daily notifier email for their employees. However they will receive a daily notifier email at an employee level.
Daily Notifier - Employees
Sent out overnight for the following day. The employee Daily Notifier will notify on the following:
14 days prior to due date for objective
The day after a new company announcement has been posted
On 'read-by' date of company document
On the day of an interview (recruiters only)

New Employee Welcome Email

Sent via the HR dashboard or the employee profile page to the employee.

The option to send a welcome email will disappear as soon as the employee has logged on for the first time. 


Forgotten Password? 

Sent to the email of person requesting


Document to Read Reminder

Sent by HR to all those who still need to read it and to  anyone who is required to read a particular document, but hasn't done so yet and a “read by” date has been set.

New Training Request 

Logged by the employee, sent to HR users

Training Rejection

HR rejects the training request, sent to employee

Training Booked

When training is marked as booked in system, sent to employee


Training Cancelled

When training is cancelled in system, sent to employee


Training Expiry Reminder 

To HR manager(s) who have employees with training expiring in 30 days time


New Leave Request

Logged by employee, sent to holiday approver

Leave Request Approved 

Holiday approver approved leave, sent to employee 


Leave Request Denied

sent to employee


Leave Cancellation Request 

Cancelled by employee, sent to holiday approver 

Leave Cancellation Approved 

Holiday approver approved leave cancellation, sent to employee 


New Sickness

Logged by the employee, sent to line managers (if given permission) 

Employee - Returned to work

When employee is marked as returned to work, sent to person who manages sickness for that staff member


Sickness Query

When queried by approver 


New Kudos 

Given by anyone, sent to employee given kudos

ID Follow up Reminder 

Follow up date, sent to HR users

New One to One

When a new one to one is added, sent to employee 

One to One Reminder

Sent 1 week before meeting to employee 


Objective Suggested

When an objective is suggested, sent to employee if suggested by Line Manager/HR

Sent to Line Manager/HR if suggested by employee


Suggested objective confirmed or rejected

Email notification to an employee to notify them if their suggested objective has been confirmed or rejected


Objective Completed

When an objective has been marked as complete, an email will be sent to the line manager. 

 Objective reminder

To an employee when they have an objective that has a target date set 14 days in the future and also again when the target date has arrived. (Reminder is sent on two occasions)

Expense to Approve

When an expense is submitted by the employee an email will be sent to their Line manager to approve 

Expense Approved

When the line manager has approved the expense, the employee will receive an email 

Expenses Rejected 

If the line manager rejects the expense claim, and email will be sent to the employee 

Contract Expiry

To a HR manager(s) who have employees with a contract ending in 30 days time

DBS Expiry Reminder

To HR managers who have an employee with a DBS expiring in 60 days time. 


Note Reminder

To the person who created the note and the reminder date is today.

Probation Reminder

To HR manager(s) who have employees with probation ending in 28 days time


Employee Identification Reminder

To HR manager(s) when the follow up date for an employee ID document has arrived.


New ID Document 

To the Line Manager/HR user when an employee uploads a new ID Document


New Company Announcement 

To every employee to notify them a new company announcement has been posted. 

Asset Return Request

To the employee when HR have requested their company asset to be returned.



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