Myhrtoolkit provides a mechanism for sending notifications when certain employee-related system events occur.
This functionality is dedicated to advising key people of significant incidents, like changes to personal details, holidays, starters and leavers. These can be sent to managers, controllers, specified individuals and any email address within your business (such as firstname.lastname@example.org).
This flags elements as they happen and allows actions, such as enabling your payroll colleagues to collect holiday data easily, or the training team to set up inductions for new starters.
Areas within Notifications are:
- Changes to personal details - as soon as they happen
- Employee basic pay - as soon as they happen
- Holidays - on the first day of a period of holiday
- Sickness - when an absence record is opened or closed
- Starters - when they are set up on the system
- Leavers - depends on the options selected for the leaver(s), this can be varied depending on circumstances or organisational policy
- Data processing - 1 week prior to somebody being 'processed'
The Notification administration is reached from
Setup & Admin > Notifications.
Using the new Config area?
If you're using the new Config area (which can be accessed by clicking "Config" at the top-right of the Toolkit), then you would instead navigate to Access rights > Notifications.
Who receives Notifications?
Before describing the events that trigger the notifications, we will look at the options surrounding who receives them, as the options are the same across each of the notifications areas.
Notifications can be sent to:
- the employee's manager
- system controllers
- other employees within your Toolkit
- other (possibly external) email addresses
To select other employees within your installation, use the Select employees button which will take you to a user selection page. When you have made your choices, press submit and the notifications area will be updated to reflect them.
When the choices have been made for who receives the notification, use the submit button at the bottom of that section.
If you enter an email address, it will be added to a list with each Submit. Any number of email addresses can be added.
What Triggers a Notification?
As stated, the events that generate notifications are:
- Changes to personal details
- Employee basic pay
- Data processing
Changes in personal details
This event is triggered when the below fields are updated:
- Name details, including title and marital status
- Home address and contact details
- Emergency contact details including notes
- Work locations/department/job title
- Work contact details
- NI Number
This event has an additional option which allows you to specify whether the notification gets sent just when the employee makes the change, or when a change is made, regardless of who did it.
Employee basic pay
When either a Manager or Controller amends or creates a new basic pay record on an employee's account, this event is triggered.
This event is triggered at the start of any employee's holiday. There are notes on the page which outline certain guidance,, particularly that if Employee manager is selected, a manager will receive a notification for every employee who reports to them, and that this notification is separate from any of the other holiday reminders.
When a manager marks an employee as absent due to sickness, or informs the system that a period of absence has ended, a notification can be sent to a variety of people: all the absence managers to whom the employee reports, managers, controllers with absence manager permissions, selected employees, or external email addresses.
The New starters event occurs when a new user is setup in your myhrtoolkit installation. This is useful for notifying those who run induction courses, etc. Again, there are notes on the page for guidance.
The Leavers event is for ensuring that all interested parties are informed of when an employee has left the company. The notification is sent out at the point in time you select on the leavers page:
The Leavers notification works in a slightly different way to the others, in that the recipients are selected via Setup & Admin,whilst the timing of the notification is set at the point of marking a users as leaving.
This event ties in with Leavers. Within the Toolkit, you can specify what you would like to do with leavers after a certain amount of time using the Data Retention Policy (more information about this can be found here). The default is that nothing will happen with leavers, meaning they remain in the archive indefinitely. But, you can choose to 'process' somebody which will remove certain aspects of the leaver's personal information. You would specify how long the system should wait before this happens. This event will send an email notification 7 days before a leaver is due to be 'processed'.