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Notifications

SmartMy HRMS tells each person what needs them: a request to approve, a decision, a payslip, a holiday declared today, an exit task, an interview. More than 200 events, each with its own recipients and channels, by email and in the app inbox, with a log of every message.
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The problem it solves

  • Employees ask HR every day whether their leave was approved.
  • A request sits with a manager who never knew it was there.
  • Candidates miss interviews because the invitation went to a spam folder and nobody followed up.
  • When someone says they never got the payslip, nobody can check what was sent.

How it works

  1. Something happens in HR: a leave is sent, a payroll run sends its payslips, a document is about to expire, a candidate is invited.
  2. The event finds its recipients: the approvers of the level, the employee, the manager, the departments clearing a leaver, the candidate or the agency.
  3. Most events for your staff go to the in-app inbox. People signed in to the app also get a phone notification, and the others an email. Messages to candidates go by email and, where set up, WhatsApp and SMS.
  4. Every message leaves a line in the Delivery Log, with the reason when it could not be sent, such as no email address.
  5. An administrator can switch an event off for everyone or for one Entity, change its channels, and change the wording of each template.

Everything it does

Approvals, every plan

  • HR Request to Approve (level): to the approvers of the level a request reached
  • Approval Waiting: a reminder to approvers after the Entity's reminder days (2 to start with)
  • Approval Escalated: to the approvers' managers after the escalation days (5 to start with)

Attendance and leave, every plan

  • Attendance Request to Approve and Attendance Request Decided
  • Leave to Approve and Leave Decided
  • Holiday Declared: a holiday declared on the day, to the staff it covers. In the app and on the phone, plus the first of WhatsApp, SMS or email that works
  • HRMS App Sign-in Code: the one-time code to sign in to the app, by WhatsApp or SMS

Payroll, tax, loans and exit, from Growth

  • Payslip Ready: the password-protected PDF by email and WhatsApp, and a notice in the app
  • Payroll to Approve, Payroll Sent Back, Salary on Hold, Salary Release to Approve, Salary Release Decided, Held Salary Released, Held Salary Paid
  • Tax Declaration Open, Tax Proofs Due (two weeks before the cut-off), Tax Proofs Verified
  • Loan to Approve, Loan Decided, Loan Paid, Loan Recovery Paused, Loan Recovery Resumed
  • Expense Claim to Approve, to Verify and Settled; Letter Requested and Letter Issued; Asset Handed Over; Original to Return. Document Expiring, 30 days before an employee's document expires
  • Resignation to Approve, Resignation Decision, Exit Clearance Task, Exit Survey, Relieving Letter, Full and Final to Approve, Full and Final Settled
  • Pulse Survey to Answer, Reminder and Results Ready; Revision Plan Decided

Hiring, joining and performance, in Scale

  • Recruitment: requisitions, applications, interviews and reminders, tests, recorded interviews, offers, referrals, agencies, hiring drives, background checks, the resume bank and the hiring manager's review
  • Joining: the joining page, joining kit to sign, medical check, first-day details, buddy, onboarding tasks and the 30 / 60 / 90 day check-ins
  • Probation review, appraisal goals and reviews, goals (OKR), one-to-ones, feedback, improvement plans, skills, training nominations and certificates expiring
  • Travel requests and advances, policies to acknowledge, disciplinary notices and decisions
  • The company feed: announcements, mentions, kudos and celebrations; and the notices sent by your workflow rules

Channels and delivery

  • Channels: in-app inbox, email, phone notification (push), WhatsApp and SMS
  • Staff events: the in-app inbox always, plus a push for people with the app or else an email. Letters, the exit survey and disciplinary notices go by email first, so the PDF arrives
  • Candidate, joiner, agency and referee events: every channel the event has, email first
  • Feed events: the app, plus the first message channel that works
  • Templates per event, channel and language; the wording can be changed per Entity
  • Delivery Log: every message with its status and, when not sent, why; Retry and Cancel for administrators

Choices and quiet hours

  • Nearly every HR event is a work message: it goes out at once, at any hour
  • Each person can switch off a channel for themselves, for example email or WhatsApp; the in-app notice always arrives
  • A person cannot switch off an HR event itself; an administrator can, for everyone or per Entity
  • Quiet hours per Entity (21:00 to 7:00 to start with) hold back three events only. They are Tax Declaration Open, Tax Proofs Due and the careers page's job alerts

Who uses it

EmployeeGets decisions, payslips, reminders and declared holidays, and chooses which channels they want.
ManagerGets requests to approve, reminders, and the tasks for joiners and leavers of the team.
CandidateGets invitations, reminders, offers and joining messages by email and, where set up, WhatsApp or SMS.
HR administratorSwitches events and channels per Entity, edits the wording, and checks the Delivery Log.

Where you use it

  • Web: each user's inbox, and Notifications > Delivery Log, Analysis and Configuration (Events, Templates, Providers, Opt-outs, Push Devices, Company Settings)
  • The SmartMy HRMS app: notices open the request, the payslip or the task (built and in testing, not in the app stores yet)
  • Email, WhatsApp and SMS for people without a login: candidates, joiners, referees and agencies
  • Not yet offered: WhatsApp, SMS and phone notifications are built but switched on for customers only once their delivery is proven. Email and the in-app inbox work today

What you control

Settings

  • Per event: on or off, its channels and their order, for everyone or per Entity
  • Remind approvers after 2 days; escalate after 5
  • Quiet hours: 21:00 to 7:00 per Entity
  • Templates per channel and language
  • Providers for email, WhatsApp, SMS and push

Works with

SmartMy ProjectsThe SmartMy HRMS app receives the Projects notices for tasks and timesheets, next to leave and payroll ones.

Questions

Can someone stop the emails but keep the app notices?

Yes. Each person can switch the email channel off for themselves. In-app notices always arrive.

Do notices wait for working hours?

No. HR notices are work messages and go out at once. Only the tax declaration reminders and job alerts wait for the end of quiet hours.

Can we stop one kind of notice for the whole company?

Yes. An administrator switches the event off for everyone, or for one Entity, under Notifications > Configuration > Events.

Do payslips go out on WhatsApp?

The Payslip Ready event sends the password-protected PDF by email and WhatsApp. WhatsApp is built but offered only once its delivery is proven; email works today.

How do I check whether a message was sent?

Open Notifications > Delivery Log. Each message shows its status, and the reason when it was not sent, such as a missing email address.

Can we change the wording?

Yes. Each event has a template per channel and language under Notifications > Configuration > Templates, and you can change it per Entity.

Related features

ACROSS SMARTMY HRMSApproval chains and one approvals inboxEvery HR request, from a day's leave to the full and final, goes through its approval chain and waits in one Approvals inbox. Levels, approvers, reminders, escalation and stand-ins are settings you control, per Entity and kind of request.LEAVELeave types, credits, rules, year end and maternitySet up any leave type with its own credits and rules, and let the system keep every balance. Requests are checked against the policy when they are sent, approved through your chain, and closed at year end by carry forward, encashment or lapse.PAYROLLPayslips, bank files and accounting entriesOnce a payroll run is approved, each employee gets a password-protected PDF payslip by email. The bank gets a transfer file in its own format with a covering letter. The salary posts to each Entity's accounts.SELF-SERVICE AND APPPhone app for employees, managers and HROne SmartMy HRMS app for everyone: employees check in, apply for leave and see payslips. Managers approve and see their team, and HR and payroll do their daily work. The server decides what each person sees, by the same access as the web.EXITResignation, exit interviews and clearanceAn employee resigns, or HR records a termination, retirement or other separation. The notice comes from your policy, the manager and HR approve, every department clears the leaver, and the exit interview is on record.ENGAGEMENT, GOALS AND HR TOOLSWorkflow rules without codeTell the HRMS what to do when a record is added, gets a value or a date comes, and it matches your filter. It can set a field, make a to-do, write a note, tell someone or ask for an approval, and every run is logged.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.
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