This feature will allow the admin to subscribe to email notifications that will be sent to the employees and supervisors in the system. A copy of the mail is sent to the email address specified by the Admin. He/she can also select what types of notifications he should receive.
Access the email notification through, Admin -> Configuration -> Email Notification
The email notifications are as follows,
- Action Based (triggered by certain actions/events),
- Date-Based (triggered by dates)
- Scheduled
Action Based Notifications
“Action-Based” notifications allow the administrators to set up email reminders for the tasks that need to take action on. Following are the email notifications can be seen under "Action-Based" notifications
| Notification Type | Description |
| Candidate Assigned to Vacancy | This email notification to acknowledge the candidate that the application has received for the published vacancy. |
| Candidate Reject | This email notification to acknowledge the candidate that the application was not selected. |
| Claim Request Approval | This email notification is sent to the subscribers when a claim request is approved |
| Claim Request Assignment | This email notification is sent to the subscribers when a claim request is assigned |
| Claim Request Rejection | This email notification is sent to the subscribers when a claim request is rejected |
| Claim Request Submission | This email notification is sent to the subscribers when an employee has submitted a claim request. |
| Employee Appraisal Completed Notification |
This email notification is sent to the subscribers when an appraisal is completed. When an ESS has completed his/her appraisal, both supervisor and ESS gets an email notification |
| Employee Appraisal Initiated Notification | This email notification is sent to the subscribers when an appraisal is created |
| Employee Appraisal Rejected Notification | This email notification is sent to the subscribers when an appraisal gets rejected |
| Employee Appraisal Submitted Notification | This email notification is sent to the subscribers when an appraisal is submitted |
| Leave Applications | This email notification is sent to the subscribers when an employee applied for a leave. |
| Leave Approvals | This email notification is sent to the employee when the supervisor has approved the leave. |
| Leave Assignments | This email notification is sent to the subscribers when a leave is assigned for an employee. |
| Leave Cancellations | Email notifications are sent to the subscribers when a leave gets canceled. |
| Leave Rejections | Email notifications are sent to the subscribers when a leave gets rejected. |
| Nominee Added | This email notification is sent to the subscribers when an employee is added as nominee for a leave request. Affected employee and the leave request owner get an email notification |
| Nominee Removed | This email notification is sent to the subscribers when an employee is removed from the leave request. Affected employee and the leave request owner get an email notification |
| One-On-One Interview Reschedule | This email notification is sent to the subscribers when a one-on-one interview is rescheduled |
| One-On-One Interview Schedules | This email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc) when a one-on-one interview is scheduled. |
| Panel Interview Reschedule | This email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc) when a panel interview is rescheduled. |
| Panel Interview Schedules | This email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc) when a panel interview is scheduled. |
| Phone Interview Reschedule | This email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc) when a phone interview is rescheduled. |
| Phone Interview Schedules | This email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc) when a phone interview is scheduled. |
| Test Reschedule | This email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc) when a test is rescheduled. |
| Test Schedules | This email notification is sent to the subscribers ( Event manager, Hiring manager, candidate, etc) when a test is scheduled. |
| Timesheet Approval | This email notification is sent to the subscribers ( Employee, Supervisor, etc) when an employee's timesheet is approved by the supervisor. |
| Timesheet Rejection | This email notification is sent to the subscribers ( Employee, Supervisor, etc) when an employee's timesheet is rejected by the supervisor. |
| Timesheet Submission | This email notification is sent to the subscribers ( Employee, Supervisor, etc) when an employee submits a timesheet. |
| Travel Request Approval | This email notification is sent to the subscribers ( Admin, Employee, Supervisor, etc) when an employee's Travel Request gets approved by supervisor/admin |
| Travel Request Assignment | This email notification is sent to the subscribers ( Admin, Employee, Supervisor, etc) when a Travel Request is assigned for an employee |
| Travel Request Cancellation | This email notification is sent to the subscribers ( Admin, Employee, Supervisor, etc) when an employee's Travel Request gets canceled by supervisor/admin |
| Travel Request Rejection | This email notification is sent to the subscribers ( Admin, Employee, Supervisor, etc) when an employee's Travel Request gets rejected by supervisor/admin |
| Travel Request Submission | This email notification is sent to the subscribers (Supervisor/s) when an employee submits a Travel Request. |
| Vacancy Closure | This email notification is sent to the subscribers (Admin, etc) when closing of a vacancy. |
| Vacancy Inactivation | This email notification is sent to the subscribers (Admin, etc) when inactivating of a vacancy. |
| Vacancy Publishing | This email notification is sent to the subscribers (Admin, etc) when publishing of a vacancy. |
Note – Make sure the notification you want to subscribe to is enabled. Toggle the ‘switch’ to be in orange color
Step 1 – Click the 
icon of the notification type you want to subscribe to. The subscriber screen will appear.
Step 2 - Click the ‘Add’ button in the subscriber list Screen. Below Screen will appear.
Step 3 – Complete the following fields.
|
Field |
Description |
|
Employees |
Add Subscribers by employee name. |
|
Admin Roles |
Add Subscribers by Admin user roles. |
|
Supervisor Roles |
Add Subscribers by Supervisor user roles. |
|
ESS Roles |
Add Subscribers by ESS user roles. |
|
Email Addresses |
Add an Additional email address to send the notification to. |
|
Subscription Settings |
If the e-mail notification should be added to the ‘To’ section or the ‘CC’ section of the Original email. |
|
Hide Workflow Action Scenarios |
Show/Hide Email template configurations for the subscriber. |
Step 4 – Click ‘Save.’
Date Based Notifications
“Date-Based” notifications gives administrators the ability to set up email reminders of important impending events. Following are the email notifications can be seen under "Date-Based" notifications
| Notification Type | Description |
| Anniversary Notification | This email notification is sent to the respective employee mentioning the anniversary date is getting closer and how many days are left. |
| Appraisal Due Date Notifications | This email notification is sent to the respective employee, notifying his/her appraisal due date. |
| Birthday Wishes | This email notification is sent to the respective employee when his/her birthdate is reached. |
| DOB Notification | This email notification is to remind of as employee's birthday to the others. |
| Driving License Expiry Date | This email notification is to remind driving license is about to get expired within this amount of days and to take necessary actions on that. |
| End of Employment Contract Notification | This email notification is sent to the employee to remind that the Employment contract is about to get end within this amount of days. |
| Immigration Expiry Notification | This email notification is to remind immigration expiration date is about to reach within this amount of days and to take necessary actions on that. |
| Leave Approval Reminder | This email notification is to remind the admin/supervisors to take necessary actions for the leave requests that are in pending status. |
| Licenses Expiry Notification | This email notification is to remind licenses is about to get expired within this amount of days and to take necessary actions on that. |
| Memberships Expiry Notification | This email notification is to remind membership is about to get expired within this amount of days and to take necessary actions on that. |
| Probation End Date Notification | This email notification is sent to the employee to remind that the Probation end date is about to get reached within this amount of days. |
| Retirement Notification | This email notification is sent to the employee to remind that the Retirement date is about to get reached within this amount of days. |
Step 1 – Change to the ‘Date Based’ Tab in the Email Subscription Screen.
Step 2 – Click the notification you want to subscribe to.
Step 3 - Click the ‘Add’ button in the subscriber list Screen. The Add Subscriber Screen will appear.
Step 4 – Complete the following fields.
|
Field |
Description |
|
Employees |
Add Subscribers by employee name. |
|
Admin Roles |
Add Subscribers by Admin user roles. |
|
Supervisor Roles |
Add Subscribers by Supervisor user roles. |
|
ESS Roles |
Add Subscribers by ESS user roles. |
|
Email Addresses |
Add an Additional email address to send the notification to. |
|
Subscription Settings |
If the e-mail notification should be added to the ‘To’ section or the ‘CC’ section of the Original email. |
|
Notify when the affected employee is |
Leave the default setting ‘All’ so that the subscriber will receive notifications related to all employees. Alternatively, you can select one employee so that the subscribers will receive notifications with regards to the selected employee. |
|
Send notification to the selected employees |
Enable for the notifications to be sent to the affected employees defined in the field described above. |
|
When to notify |
When should the notification send on with relating to the date of the event? |
|
Template |
Select the email template for the subscriber. |
Step 5 – Click ‘Save.’ The subscribers will appear in the list.
Scheduled Notifications
“Scheduled-Based” notifications allow subscribing to a scheduled update with regards the changes to the PIM module’s data. Following are the email notifications can be seen under "Scheduled-Based" notifications.
| Notification Type | Description |
| Bradford Factor Threshold | This email notification is sent to the subscriber regarding the Bradford factor threshold |
| Employee Termination | This email notification is sent to the subscriber regarding employee termination. |
| Employee Welcome Email | This email notification is sent to the subscriber regarding an employee has joined the company. The same time employee is also getting a welcome email. |
| PIM Updates | This email is to notify the changes that were made to PIM fields within a duration. |
| Timesheet Approval Reminder | This email notification is to remind the admin/supervisors to take necessary actions for the timesheets that are in pending status. |
| Timesheet Submission Reminder | This email notification is sent to the subscribers (Supervisor, employee) when an employee missed to submit their timesheet. |
Step 1 – Change to the ‘Scheduled’ Tab in the Email Subscription Screen.
Step 2 – Click ‘PIM Updates’.
Step 3 - Click the ‘Add’ button in the subscriber list Screen.
Step 4 – complete the following fields.
|
Field |
Description |
|
Employees |
Add Subscribers by employee name. |
|
Admin Roles |
Add Subscribers by Admin user roles. |
|
Supervisor Roles |
Add Subscribers by Supervisor user roles. |
|
ESS Roles |
Add Subscribers by ESS user roles. |
|
Email Addresses |
Add an Additional email address to send the notification to. |
|
Subscription Settings |
If the e-mail notification should be added to the ‘To’ section or the ‘CC’ section of the Original email. |
|
Schedule |
How often the update should be sent. Daily/Weekly. |
|
Template |
Select the email template for the subscriber. |
Step 5 – Click ‘Save.’ The subscribers will be added to the subscriber list.
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