Triggers are a powerful tool within the Toolkit which enable a Controller to setup notifications and emails to be sent when certain conditions are met.
It can be found by searching for 'Triggers' in Setup & Admin.
The wonderful thing about Triggers
There are currently three types of Trigger, all of which apply to absence:
When an aspect of an employee's absence passes a specified threshold within a given time period, Toolkit will send an email and in-app notification to the relevant absence manager.
Creating a Trigger
Triggers are created by clicking the "Add Trigger" button in
Setup & Admin > Triggers.
In addition to the detail here, most fields have popovers for a brief explanation.
Give the trigger a distinguishing name, just to aid your own management, especially if many are set up.
Triggers can have one of the following types:
- Instances - Triggering based on the number of times a user has been absent, regardless of the number of days.
- Days - Triggering based on the number of days a user has been absent, regardless of the number of instances of absences.
- Bradford Index - Triggering based on the 'Bradford' calculation derived from a combination of days and instances.
Triggers can be set to calculate on a;
- Rolling 12 months
- Year To Date
Selecting 'Year To Date' uses a fixed date as a basis from which a year is measured. E.g. 1st January for a calendar year, 6th April for tax year. The basis date can be set differently for each Trigger using the 'Year To Date' option.
This is a numeric field indicating the level at which the trigger is activated.
This is an optional text field. Any text recorded here will be appended to the notification sent out when a trigger is activated.
Currently, only absence managers can be recipients. This means the user will not have any options for recipients but, future versions will be able to incorporate different recipient groups.
This is a toggle for whether to display a pop-up notification at the point of activating a trigger (e.g. when a manager adds an absence). This will only show to the manager who caused the trigger to activate.
Note: Employees will not be notified if they have activated a trigger.
Notify on Clear
This is a toggle for whether to notify when an employee falls back below the trigger point level.
Activating a Trigger
Once created, a trigger is initially inactive and will need to be activated. This is achieved using the 'Actions' menu to the right of the trigger.
Note: Once activated, notifications will be sent to the relevant absence managers if any of their staff have already entered the trigger.
Editing a Trigger
If a trigger needs updating, use the "Edit" option in the 'Actions' menu to the right of the relevant trigger. A form similar to the one used for creating the trigger will appear.
If you need to edit a trigger that has already been activated, editing is limited to the following fields:
- Trigger Name
- Alert Text
- On-screen popups
- Notify on clear
Trigger reporting can be found via
Management > Reports > Triggers.
The report is highly configurable with filters for all relevant fields, and has a CSV export for use in third party applications.
Notes on Calculations
Internally, absences are recorded against the start date of the absence record. So an absence starting on 31st Jan and ending on 2nd Feb will be recorded as 3 days in January.