We often get asked, "What emails get sent out and when?"
Well, here is a little summary for you that should answer any queries you may have, covering what emails are sent out to HR users, who they are sent to and when.
Weekly digest emails
Bright and early every Monday morning, at 2:15am
What does it cover?
- Employees with a DBS expiring in 30 days or less
- Unresolved grievances
- Unapproved leave requests
- One-to-ones coming up in the next 7 days
- Upcoming birthdays or work anniversaries in the next 7 days
Daily Notifiers - HR users
Sent overnight, ready for you the next morning
A notification will be sent...
- 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
Do line managers receive Daily Notifiers?
Line managers do not receive a daily notifier email for the employees on their team - they receive them on 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.
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
HR rejects the training request, sent to employee
When training is marked as booked in system, sent to employee
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
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
When queried by approver
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
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
When an objective has been marked as complete, an email will be sent to the line manager.
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
When the line manager has approved the expense, the employee will receive an email
If the line manager rejects the expense claim, and email will be sent to the employee
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.
To the person who created the note and the reminder date is today.
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.