Create and configure event notifications in Humanforce HR

Follow this guide to create and configure event notifications in Humanforce HR, so that the right people are automatically notified when specific platform events occur, such as job anniversaries, qualification expiry dates, or onboarding completions.

Event notifications can be delivered in-platform (via the bell icon), immediately by email, or as a daily summary at 9am.

Part 1: Create a new event notification

1. Go to Settings > Notifications.
2. Click Create Event Notification.
3. Enter a name for the notification.
4. Select an Event type from the dropdown.
   • For example: Person Updated, Qualification Expiry Date Upcoming, or Job Update Approval Required.
5. Configure the event-specific settings shown on screen.
   • For upcoming event types, choose how many days in advance to trigger the notification (e.g. 14 days).
   • For person or job updated events, apply attribute filters to narrow down which changes will trigger the alert.
6. click Next.

Once saved, the event type cannot be changed. To select a different event type, you’ll need to create a new notification.

When completed, the new notification appears in the list on the Event Notifications page.

Part 2: Define who receives the notification

1. In the Targets section, choose who should receive this notification. You can select one or more options:
   • Affected employee
   • Affected Employee’s supervisor
   • Affected Employee’s Supervisor's supervisor
   • Specific people (must have an email on their profile)
   • Specific email addresses (e.g. payroll@company.com)
   • Location Representatives (Location Representatives allow you to define similar roles held by different people based on their location; for example, a finance representative may be different based on the country the employee is located in if the organisation is global.)
   • Business Unit Representatives (Business Unit Representatives allow you to define similar roles held by different people based on their business unit; for example, a Health and Safety Officer may be different based on the business unit an employee is positioned in.)
2. Tick Don’t send notification to the person who actioned the event if you want to exclude them. Be careful of this setting, as it can be difficult for you to understand why a user may not have received something during testing. 
3. Tick Don’t send notifications from bulk data imports to prevent email spam during mass updates.
4. Under User account status, choose whether to send notifications for:
   • All employees
   • Only those with an active user account
   • Only those without a user account

These settings control how notifications behave in common scenarios like restructuring or onboarding.

Part 3: Choose notification method and content

1. Select one or more Notification methods:
   • Send an in-platform notification – always on by default.
   • Send an immediate email – triggers an email when the event occurs.
   • Send a daily summary email – sends a list of events at 9am based on the platform's timezone.
2. If using immediate emails:
   • Choose an Email Subject Template and an Email Body Template. 
   • Click Preview to confirm the layout.
3. If using summary emails:
   • Add an optional Call to Action – this will appear at the top of the daily summary email.
4. Under Notification content, choose what to include:
   • Data about the event (e.g. updated email address, expiring qualification)
   • Data about the affected person (e.g. employee name, job title)
   • Data about the actioning person (e.g. who approved or triggered the change)
5. Click Submit.

Notifications will include selected data regardless of permission restrictions. Use caution when targeting external recipients.

 class="language-auto"Summary emails do not include detailed notification content. They only contain the call to action and a link to the affected profile.

Part 4: Enable the notification

1. Click Options next to the notification you want to activate.
2. Select Enable notification.
3. In the confirmation pop-up, review the details and click Confirm.

Notifications remain disabled by default until you manually enable them.

When enabled, the system will begin sending alerts based on the configuration.

You can review your setup at any time by clicking on the name of the notification to open a summary view.

Additional information

• Ensure you have Enabled Notifications Globally from the Event Notifications Overview page to start sending Event Notifications. 
• Each event type requires different configuration fields. For example:
  • Person updated requires a Person Attribute filter.
  • Company start date upcoming requires a lookahead period (e.g. 14 days).
• Email recipients must have an email address on their profile to receive notifications.
• Summary emails are delivered at 9am platform time and only if there were events the previous day.
• Notifications are not retroactive. They will only trigger for changes that occur after they are enabled.
• Users with limited access may not be able to complete this task. Contact your administrator.