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Email notifications and reminders

Summary of what is sent out, to whom and when.

Russell avatar
Written by Russell
Updated over a week ago

We often get asked, "What emails get sent out and when?"

Here is a summary for you that covers what emails are sent out, who they are sent to and when.

How do I opt in to receive email notifications?

The first steps to take are to ensure that you are opted in to receive the daily or weekly notifier emails through your profile page from the User preferences tab

Here you will see a slider option that puts you in control to either turn the email notifications on or off. 

Blue and On means that you have opted to receive email notifications

Red and Off means that you have opted to not receive email notifications

Note: These do not affect system notifications such as leave requests etc.  They are simply for 'Reminder emails' 


When are email notifications sent?

All daily and weekly notifier emails will be sent at 7:00 am.


Weekly digest emails

When?

Every Monday morning,

Who to?

HR users 

What does it cover?

  • DBS expiry reminder expiring in 30 days or less

  • Any unresolved disciplinary or grievances 

  • Outstanding leave requests 

  • Birthdays in the next 7 days 

  • Work anniversaries in the next 7 days 

  • Open sickness 

  • One-to-ones coming up in the next 7 days 

  • Objectives due in the next 7 days 

  • Employees due to start in the next 7 days 


Daily notifiers - HR users

Who to?

HR Users

Notifications will include...

  • ID document due to expire 

  • Probation near - Exactly 30 days prior  

  • An employee is leaving soon 

  • Training due to expire - 30 days prior

  • Contract coming to an end - 30 days prior

  • Personal qualification record expiring 

  • Notes and reminders on the day the reminder is set for

  • DBS expiry - 30 days prior

  • Document review - on the review date set

  • Absences – Notified on the first and last day of the absence 

  • On the day of an interview

HR users will also receive an email notification when an employee adds a medical fact.

Please Note: The “HR daily notifier email” will include notifications for the HR permission they have.

This does not include Line Manager notifications, such as leave requests, if the HR user also has Line Manager permissions and directly manages employees.


Daily notifiers - Line Managers

Who to?

Line Manager Users

Notifications will include...

  • DBS

  • Grievance to resolve

  • Your one to ones

  • One to ones to conduct

  • Objectives with target date in 7 days

  • Open sickness records

  • Pending starters joining in 7 days

  • Leave requests to approve

  • Birthday in next 7 days

  • Work anniversary in next 7 days

  • ID docs

  • Probation in 30 days

  • Training follow-up

  • Training expires in 7 days

  • Qualifications need renewal

  • Notes with reminder date today

  • DBS follow-up

  • Grievance record expires today

  • Absence begins today

  • Absences

  • Absences end today

  • Birthday today

  • Work anniversary today

Notifications sent to Line Managers will be regarding their people (who report to them directly) and their people's people, if the two-tier management option is selected in your account settings. This does not include individual Line Manager notifications, such as leave requests for their people.


Individual Line manager and employee emails

  • Leave requests 

  • The leave request has been rejected

  • Company announcements

  • An expense claim has been submitted (if the line manager manages expenses) 

  • Sickness new submission (if line managers manage their employee's sickness) If an employee has no line manager OR line manager does not have permission to 'manage' employees' sickness, the email will be sent to any HR user 

  • Sickness status changed to returned to work 

  • Company document posted with a read requirement 

  • Training request has been submitted

  • Training request has been approved 

  • Training request has been rejected

  • One-to-one has been requested by an employee 

  • One-to-one has been scheduled (e.g. by a line manager for an employee)

  • New TOIL request 

  • Leave cancellation request 

  • Objective suggested 

  • 14 days prior to due date for objective

  • Recurring one-to-one ending 

  • You have been set as a one-to-one reviewer 

  • On the day of an interview (recruiters only)

  • Leave cancellation request has been approved

  • You have tasks due in the next 7 days


Recruitment email notifications

The recruiter of a vacancy will receive daily emails informing them of new applications. These emails are not individual per applicant so will be sent first thing and will tell the recruiter how many new applications they have for a particular vacancy. Please note, that if there are no applications, no email is sent.

If there is no recruiter set for the vacancy, then the HR user will receive the emails daily.

If you have any further questions please don't hesitate to contact the support team using the message feature within your Breathe account

Please note: Turning off email notifications on the profile will only stop emails that provide a reminder. All other emails such as leave requests, sickness submissions etc will still come through

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