The Leave Alert notification feature in OrangeHRM allows HR to send an email notification to an employee or a group of employees detailing the users who are going to be on leave for the upcoming period of time.
To access this functionality, please navigate to Leave --> Configure --> Notifications.
Taking this example scenario, if the HR Manager needs to send an email to the Account Managers in Texas that includes the details of the employees who are on leave today and tomorrow in Dallas, this is how it would be configured.
The user can set the notification name to "Employees on leave for the next two days" and from the 'Send on" field, select Monday from the available drop-down options. Next, select 2 days for the 'Leave for next' field. The mail subject can be set to "Details of employees on leave for the next two days".
NOTE: Please be aware that ‘The Leave Type’ will be included in the Email notification by Default.
Once this configuration is completed, the user needs to decide the set of employees to which the notification should be sent. From the "Send to Employees with" section, the user selects the 'Job title' as "Accounts", the 'Location' as "Texas" and 'Subunit' as "All".
Lastly, the user must determine the employees’ whose details will be sent as part of the leave notification. So, from the "Include Leave of Employees with" section, if the user selects 'Job Title' as "All", 'Location' as "Dallas" and 'Subunit' as "All".
With this configuration, All employees with a ‘Job title’ of "Accounts" and ‘Location’ of “Texas” will receive an email on Monday with details of the employees who are on leave for the next 2 days in the Dallas office including their leave types.
Step 1 - Click add notification and complete the information
The Notification(s) can be configured to define who should receive leave information based on Sub Unit, Location or Job Title. This email notification can be configured to be sent daily or weekly.
|Notification Name||Name of the notification which needs to be added. E.g. Employees on leave on next two days|
How often the notification should be sent. E.g. Each day, Monday
|Leave for next||Set how many days of leave E.g. 2 days|
|Mail Subject||Set the email subject name E.g. Details of the employees on leave for the next two days|
|Include Leave Type||This is enabled by default and it is not editable.|
|Send to Employees with||Set only the employees with the following job title, subunit or Location|
|Job Title||The email notification sent only to the employees with the selected job title.|
|Sub Unit||The email notification sent only to the employees within the selected subunit.|
|Location||The email notification sent only to the employees within the selected location.|
|Include Leave of Employees with||Include the employees who are on leave for the selected job title, subunit or Location|
|Job Title||Include the employees who have this job title.|
|Sub Unit||Include the employees who have this Subunit.|
|Location||Include the employees who have this Location.|
Once this form is completed and you click save, the following message is displayed in a pop-up window.
Sample email notification
If there are leave requests in pending and approved statuses, these will be included in the email notification as shown in the below image.
Note: The leave event can be integrated with Outlook or Gmail calendar. This will need to be enabled by a technical support engineer. Please contact your consultant for further information.