Role reminders and personal reminders

A role reminder automatically alerts the people who hold a role before a deadline concerning their employees: end of probation, end of contract, work permit expiry, medical visit, birthday… It is set once on the role, and each holder receives it for the employees they follow. This article explains how to create these reminders, who receives them and when, and what everyone finds in their personal settings, personal reminders included. It is for administrators, HR and managers, and for all users in its last part.

Before you start #

• Role reminders are set in Settings › Manage Employees › Employee Roles: choose the role card, then the Reminders tab below the cards.
• The “View role cards” permission (role matrix, Roles & permissions section, Role management group) opens the page and the tab read-only. To create, edit, activate, deactivate or delete a reminder, you need “Create a new role” at the Execute level, held by default by the Administrator role only.
• Roles and their populations are described in Permissions & roles.

Who receives a role reminder #

• The reminder goes to the holders of the role: the people in its Authorized population.
• Each holder receives it for the employees the role makes them follow (their Target population), narrowed by the reminder’s About field: All Employees of that population, My Team (the whole reporting line below the holder), Direct Reports, or one employee chosen by name.
• Nobody receives a reminder about themselves.
• The recipient must be able to read the reminded data on the employee: contract information for an end of contract, salary for a salary change, the health section for a medical visit. For an absence, the absence visibility rule applies. Otherwise the reminder is not sent for that employee.

Creating a role reminder #

1. In the role’s Reminders tab, click Add reminder. The New Role Reminder window opens.
2. Enter the Reminder name (required): it appears in the subject and title of the reminder received.
3. Choose the Category, that is the deadline followed: end of trial period, hire date, last day of work, contract end date, termination date, last salary change, next absence, birthdays, end of work permit, mandatory training, certification or authorisation renewal, next medical visit, medical visit due (France), professional interview, end of disability status, end of maternity or parental leave.
4. Under About, choose a group (All Employees, My Team, Direct Reports) or search for an employee.
5. Choose the card’s Icon and Colour.
6. Choose the Recurrence: Once or Every year.
7. Under When to send, set the delay: a number, a unit (days, weeks, months) and a direction (before the event, after the event, or on the day). Add adds another delay, up to five.
8. If needed, enter a Message (optional): it is included in the email.
9. Click Create reminder.

In the list, each card shows the category, When: (the delays) and Notify: (the About field). The activation button switches a reminder between Active and Inactive without deleting it; Edit reopens the window; the bin deletes it after confirmation. A search and counters (Total, Active, Repeat yearly) help you find your way.

Reminders set up by Illizeo #

Each space receives ordinary role reminders, named in the space’s default language, visible and editable like the others:

They are only added if the role does not already have a reminder on the same deadline. You can edit or deactivate them; a reminder set up by Illizeo that you delete does not come back.

When and how the reminder arrives #

• Illizeo runs the reminders every morning. The sending day is calculated from the deadline date and the delay chosen.
• Contract deadlines (end of probation, end of contract, termination, last day) are read on each contract: a person with several contracts can trigger one reminder per contract.
• Birthdays and hire dates come back every year, whatever recurrence is chosen.
• The reminder arrives in the bell, Alerts tab, and by email. The email gives the employee’s name, the date and the message, with a button to their profile if the recipient can open it.
• The same reminder is only sent once a day per recipient.

In your personal settings #

Open your account menu, then Personal Settings, Role Reminders tab. It has two parts.

• Role Reminders: the reminders of the roles you hold, read-only (“Inherited from your roles · read only”), with the Inherited, Active and Yearly counters. Only an administrator can change them.
• Personal Reminders: your own reminders, which only alert you. Click New reminder: in Set a Reminder, enter the Reminder name, the icon and colour, the Recurrence (Once, Every day, Every Friday, 1st of each month, Last day of month, Every year), the event date for once or every year, the sending delay and an optional message, then Create reminder. Each card can be edited, deactivated or deleted.

What everyone can set #

• The channel is set in Personal Settings › Notifications, Reminders and follow-ups row: unticking Email or Dashboard turns that channel off for your reminders, unless your company has locked it (see Choosing your notifications).
• The email text is edited in the “Rappel d’échéance” template, HR & Workflows category (see Editing an email template). Disabling that template stops the reminder emails; the bell still receives them.

Good to know #

• The reminder name is limited to 255 characters, and so is the message.
• Personal reminders, and receiving any reminder, depend on the “Notes and comments — Informations Biographiques” permission (Employee management section): a recipient who does not hold it receives no reminder. The list of inherited reminders depends on “View the employee’s current roles”. The supplied roles hold both by default at the Access level; check them on a custom role.
• Reminders set on an employee’s profile follow the same rule as personal reminders: they alert the person who set them, as long as that person keeps their permission on the employee.

FAQ #

A manager does not receive the end-of-contract reminder for their employee. #

Check that they are in the authorized population of the role carrying the reminder, that the employee is in their target population and in the About field, that the reminder is active, and that the Reminders and follow-ups row of their preferences is not unticked.

Can I be alerted for one person only? #

Yes: under About, search for the employee and select them.