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Reminders

This feature allows you to create reminders for upcoming — or past — employee events, such as birthdays, work anniversaries, and contract expirations. A reminder email will be sent to selected recipients on the chosen date.

Enabling the Reminders Functionality

To enable the Reminders functionality:

  • Go to Settings > Advanced > General.
  • Check the Enable Reminders functionality box.
  • Click Save.

Note

A new Reminders tab will appear with the other menu items under Settings.

Creating Reminders

To create a new reminder:

  1. Go to Settings > Reminders.
  2. Click Add.
  3. Enter a unique name for your reminder in the Name field. Note that you cannot use the same name more than once.
  4. Select an option from the dropdown menu next to Event Date.

Selecting an Event Date

The current options for Event Date are:

  • Date of Birth
  • Date of Appointment
  • Custom dates based on your Custom Employee Fields, if any.

  • Leave Expiry

    Leave expiry

    “Leave Expiry” will appear only if you have checked the boxes Show on payslips > Show leave expiry to employees (if applicable) under your leave settings. Note that all leave types that have these boxes checked will be included in the reminder email. For more information on editing leave types, refer to the help page below:

    Selecting this event date will allow you to select the Recipient Types. You can “Send emails to relevant employees only” (i.e. employees that have leave expiring), or “Send all emails to selected users only (e.g. admin)” by selecting them from the Reminder Recipients dropdown, as mentioned below. Note that the Reminder Recipients field is hidden when the “Send emails to relevant employees only” option is selected.

    All employees must be enabled for self-service to be notified of the leave expiry reminder and be added as recipients to the Reminder Recipients field.

5. Use the dropdown menu next to Reminder Frequency to set how often the reminder should be repeated. You have two options:

  • “Does not repeat”: You should choose the “Does not repeat” option if you need to be reminded of an event only once. For example, you can use the “Does not repeat” option to remind you of new employees passing their 3-month probation period. This way, you will be reminded when each new employee reaches their probation milestone.
  • “Annually”: You should choose the “Annually” option to remind you of a specific date every year. For example, you can use the “Annually” option to remind you of upcoming employee birthdays. The Reminder Frequency does not appear after you have chosen “Leave Expiry” as the Event Date. Email reminders of leave expiry will be sent only once, at the time specified below.

6. Specify how many days, weeks, or months before or after the event the reminder should be sent in the fields next to Remind me. For example, if you want the reminder to be sent three days before the event, enter or choose “3” in the first field, and select “day(s)” and “before” from the dropdown menus.

Reminder on the day of the event

If you want to be reminded on the day of the event, enter “0” in the first field.

7. To select the name(s) of the user(s) who should receive reminders for this event, click in the Reminder Recipients field. Every recipient will receive the email digest that contains the upcoming reminder(s).

Reminder recipients

For the Leave Expiry reminder, if you have selected “Send all emails to selected users only (e.g. admin)” as the Recipient Type, you should select only employees who are meant to receive leave expiry information of other employees (e.g. managers, admins).

You can choose from all admin users, and only employees with Self-Service enabled. If a user has both an employee Self-Service and an admin profile with the same email address, only the admin profile will be listed under Reminder Recipients.

8. Click Save.

Managing Reminders

Editing and Deleting Reminders

To edit or delete a reminder:

  • Go to the Reminders page, where all active reminders are listed.
  • Click on a reminder to edit it.
  • On the Edit Reminder page, you will be able to edit or delete the reminder. Note that deleting a reminder will move it to an Inactive list on the Reminders page.
  • Click Save.

Reactivating Reminders

The Inactive link on the Reminders page allows you to view all previously deleted reminders. To reactivate an inactive reminder:

  • Click Inactive.
  • Click on any inactive reminder.
  • Click Activate.

Once the reminder has been reactivated, it will be listed as an active reminder on the Reminders page.