Event notifications allow you to set up platform notifications and summary emails for events that occur within your intelliHR platform, making it easy to ensure that all the right people are across changes that take place. Some examples of these events include Upcoming New Starter and Personal Details changing. Once set up, users will be able to see the in-platform notification within the bell icon on the top right corner of their platform.
This article covers:
- How to set up Event Notifications
- How will I know I have unread notifications on the platform?
- Types of events available within the event notifications
- What will be in the notification emails?
- Summary Emails
- How to edit event notification configurations
How to set up Event Notifications
1. Navigate to Settings >> Notifications
2. Click on Create Event Notification >> Enter the name for your notification >> Select an Event Type
3. Complete the additional options to configure the notification (i.e. Person attribute, Upcoming Notification Period).
Note: Once you have configured a notification, the event type cannot be changed. You need to create a new Event Notification to change the event type.
4. Select the targets that will receive the notifications, configure the settings and Notification Method
Notification Targets
- Send notification to the affected employee
- Send notification to the affected employee's supervisor
- Send notification to affected employee's supervisor's supervisor (e.g. an area manager)
- Send notification to specific people - Specific people added here will receive the notification. Only users with an email address on their intelliHR profile will receive a notification email.
- Send notification to specific email addresses - This could be a shared HR or Payroll Inbox
- Send notification to 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 organization is global.
- Send notification to 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.
Additional Options
- Don't send a notification to the user who actioned the event - By default, this is selected.
- Note: People who applied the change will not be notified if they are any of the above targets, employees will not be notified if it is their birthday or job anniversary.
- Don't send notifications from Bulk Data Imports - By default this is selected. Any changes applied by the bulk data tool are filtered from the notifications or emails
- Note: Configure this properly to ensure the target(s) does not get bulk notifications unless it is intended. An example of where it may be important to have this option enabled is when you are doing a company wide remuneration update or restructure.
- Send notifications based on the affected person's user account - By default notifications will send for any user account status. You can configure this to send only for affected employees that have enabled user accounts, or those that have disabled/no user account.
5. Select the notification method and content to include in the notifications.
Notification Method
- Send an in-platform Notification - This will always be enabled for every event notification and cannot be disabled.
- Send an immediate notification email - This will send an email directly to the notification target(s) as soon as the notification event occurs. Turning this on will prompt you to select a template for the notification email. This email will change how the notification email appears to users.
- Send Daily Summary Email - This will send a daily summary email to all targets selected, at 9am daily (based on the platform's default timezone defined in System Settings), if there are any updates/notifications from the previous day. Turning this on will allow you to add a 'Call to Action' - this is a message added to the summary email that could prompt users to follow a link or do something about their notifications.
Tip: When selecting either of the emails, you can click on the 'Preview Email' link and check out what the email will look like with your selected template or call to action.
Notification Content
- Data about the Event - Here you can select which fields you want to include as part of the notification. The fields available will change depending on the notification event type, and these fields will be included in the email regardless of permission checks.
- Data about the Affected Person - These fields are the data to include about the person who was affected by the notification. Generally, this is the person whose profile has changed except for Job Update Approval Required and Job Pending Update Rejected when it is the person approving or rejecting the change.
- Data about the Actioning Person - These fields are the data to include about the person who actioned the event that triggered the notification. For a Job Update Approval Required and Job Pending Update Rejected notification, this is the previous person in an approval chain to the notification recipient.
6. Once you have configured your notifications and are ready to enable them. Click on Options >> Enable Notifications Globally
7. A pop-up with confirmation will appear >> Click on Confirm. You can enable each notification from the main configuration page.
How will I know I have unread notifications?
When a user is logged into intelliHR they will be made aware of any new notification by a red dot on the bell icon in the top-right of their screen.
Unread notifications will appear darker while your previously read notifications will appear in white.
Notifications can also be marked as Read/Unread and Deleted from this area.
Types of events available within the event notifications
- Company Start Date Upcoming - Triggered when a job's company start date is upcoming in the system.
- Form Completed - Triggered when a form is answered in the system. This will trigger for both the original completion event and all amendments to that form's answers.
- Job Anniversary - Triggered when an employee has their Tenure Anniversary. This is calculated based on their Company Start Date (It will be the exact same date, e.g. 21/03/20xx)
- Job Created - Triggered when an employee job is created against an employee record.
- Job End Date Finalised - Triggered when the job action to 'Finalise end of job' is used.
- Job Pending Update Rejected - Triggered when a pending job update has been rejected.
- Job Update Approval Required - Triggered when a job update approval has been sent.
- Job Update Scheduled - Triggered when a job update is made to the employee record.
- Person Birthday - Triggered when an employee has a birthday. This will not be triggered for past staff. This will still send to people who do not have a job yet.
- Person Created - Triggered when a person is created in the system.
- Person Updated - Triggered when a person is updated in the system. Triggers for updates to personal information, emails, phone numbers, addresses, medical conditions, and custom fields.
- Qualification Expiry Date Upcoming (High Priority) - Triggered when a High Priority Qualification Expiry Date is about to be reached.
- Qualification Expiry Date Upcoming (Medium Priority) - Triggered when a Medium Priority Qualification Expiry Date is about to be reached.
- Qualification Expiry Date Upcoming (Low Priority) - Triggered when a Low Priority Qualification Expiry Date is about to be reached.
- Training Scheduled Completion Date Upcoming - Triggered when the scheduled completion date on an employee's Training tab is upcoming in the system.
What will be in the notification emails?
Notification emails will contain the information that was configured in the Event Notification configuration. The information included will change depending on the event type and the selection of included details.
The emails will always include the information when sent directly to an email address.
Daily Summary Emails
The Daily Summary Email that is configured sends a list of all changes for the selected timeframe.
How to edit event notification configurations
Notification configurations can be edited after they are created. This will allow you to make tweaks and changes if needed.
1. To edit a notification configuration, click the three-dot menu for the one you wish to edit
2. Click the edit button in the dropdown.
3. As with creating, you can set the name and the attribute filters, but you will not be able to change the event type.
4. On the define targets and set notification methods pages you can change all of the fields as needed.