Humanforce alerts are able to automate notifying an employee when a qualification is coming up for expiration.
Below are a list best practices to use when creating this alert.
Alert Name
It's important to use meaningful alert names to help identify the purpose of the alert. In this example, the alert is called "Qualification Expiry to Employees."
Group and Function
The group and function identify what the alert is trying to send. As we are looking to send an alert to employees when their qualifications are expiring, select the Employees group and the Qualification Expiry Function.
Execute Every VS Execute At
The Execute Every and Execute At identify how often you want to send alerts out to users. When looking to notify the employee, it is recommended that a set time be user to generate the alert. In this example, the alert will generate at 9:00am each day and is sent to each employee separately.
Allow Resend After
The allow Resend After controls how often we want to alert the user. In this case, it will notify the employee once a week until the qualification is updated or the expiration date is no longer in our date range.
Resend no more than
The Resend No More Than value provides a cap of how many times this alert will be sent before it is essentially deactivated. As a best practice, the Resend No More Than value should be left at 0 which means it will continue indefinitely (which is important because qualifications will expire every several years or so at minimum).
Qualification
The Qualification list filters which qualifications will send alerts to the employees. Check any alerts that should create a notification for the employee at your organisation.
Execute On
The Execute On setting allows the alert service to run on specific days of the week. In this example, the alert service will send every day (assuming there is a qualification expiring in the date offset set later).
Send By
The send by values allow you to notify the user either by Internal Message or Email. The internal message will notify the user when they next log in or send a push notification if they have the app installed while the email option sends to the email address on file. For Qualification Expiry alerts, we recommend using what is best for your staff.
Execution Offset VS Range Offset
The Execution Offset and the Range Offset allow the alert service to send alerts for qualifications expiring in the previous/next X amount of days, weeks, months or years. In this example, we have set the Range Offset to look at all qualifications expiring in the upcoming month as well as those that expired in the previous month. Any expiration dates that fall in this range will send the alert to the employee.
Message template per person
You must use the Message Template Per Person section (on the left) to enter the content which will be sent to the employee. The HTML section will be sent via email while the plain text section is used for internal messages.
Email Content
The email content is what will be sent to the employees when they have qualifications expiring. The subject line of the alert should always reference what is being sent while the body of the alert can utilise tables to iterate over multiple qualification expirations in the same time period. In the example below, the table values will print out a list of qualification names and dates using Placeholders.
To learn more about formatting the email content, check out How to use the Alerts HTML email editor? (Video)
Filtering VS Recipients
The Filtering section is used to reduce the employees which receive this alert. Employees can be filtered by the Location, Department, Role, Access level, Employee Type, and more. As we want to notify each employee separately, the Send alert to employee should be ticked.
The Recipients menu is generally used to notify a group of users such as managers and doesn't need to be used in this alert.
