This article explains how to set up birthday and work anniversary celebrations on Comms and docs > Celebration emails. Users with Communication Module Administrator Permission configure them; employees see celebrations on the Announcements > Celebrations tab and leave congratulations.
Before you start
For birthday celebrations, employees' birth dates must be recorded; for work anniversaries, their company entry (seniority) dates.
If you will use AI celebration content, the company needs a Digital Credit balance; each piece of celebration content (image + video with sound) spends 20 credits.
Step by step
Turning on celebration emails
In the left menu, go to Configuration, pick Internal communication in the list on the left and the Celebration email settings card at the top. The Settings button in the header of the Celebration emails screen opens the same page.
The page has three sections one under the other: Birthday, Work anniversary and AI celebration content. The right side of each section heading shows how many of its emails are on (e.g. 1/2 on).In the Birthday section:
Celebration email to the employee: Turn on the switch on the right of the row; the Email text field opens under the row. Write the text. The Insert Employee Name button next to Insert: inserts a field that automatically adds the employee's name to the text; an example text and a character counter (at most 2000) appear under the field. Images can't be added to the email text.
Let colleagues know: When on, a notification email goes to the colleagues of the employee whose birthday it is. In the area that opens under the row, choose Entire Company, Same Branch, Same Department or Same Position in Who receives it and write the text.
Set the same two options in the Work anniversary section. In this section you can also add the years of service to the text with Insert Years of Service.
Click Save in the bar at the bottom of the screen. While there are unsaved changes the bar says You have unsaved changes; Discard changes goes back to the last saved settings. If you leave the page without saving, you are asked to confirm.
Turning on AI celebration content (optional)
Find the AI celebration content section on the Configuration > Internal communication > Celebration email settings page. The badge next to the heading shows the credits spent per celebration (e.g. 20 credits per celebration), and the What is created? list under it sums up what is created, when and where it is published, and that the profile photo is used only for employees who consent. Turn on the switch on the right of the heading; in the Digital Credit Usage window that opens, click Continue.
Configure the options:
Employees: Content is generated only for the selected employees; the others receive the standard celebration email.
Style: Classic celebration, Illustration or Minimal corporate.
HR approval before sending: When on, content is added to the email and the feed only after it is approved on the Images tab.
Monthly credit limit: Once the limit is reached, no new content is generated that month; the celebration email is sent without an image.
Click Save in the bar at the bottom.
Content is generated automatically 1–2 days before the celebration. The image is added to the celebration email; the video is published on the Announcements > Celebrations tab and the email gets a watch button. To generate content for a celebration right away, click the Create AI celebration content icon on the event in the calendar on the Upcoming tab and confirm. Content can't be generated for a past celebration or one whose email has already been sent.
Approving generated content
Open the Images tab. The selected month's celebration content is listed with its status.
For content in Ready status, click Approve or Reject. The decision is final; rejected content is not used.
Status | Meaning |
Not generated | AI is off or generation wasn't attempted. |
Generating | The content is being prepared. |
Ready | The content was generated; it awaits approval if approval is required. |
Approved / Rejected | HR made a decision. |
Failed | Generation failed or timed out. |
Skipped | The monthly credit limit was reached or the balance was insufficient. |
Seeing upcoming celebrations
The calendar on the Upcoming tab shows the month's birthdays and work anniversaries. Birthdays require the View Birthday List permission.
Employee: giving consent and congratulating
If you turn on I allow my photo to be used in AI celebration content at the bottom of the Profile tab on My profile, your celebration content is personalized with your profile photo. If you don't, your photo is never sent to any AI service and generic content is used. You can withdraw your consent at any time.
The Comms and docs > Announcements > Celebrations tab lists the celebrations of the last 7 days. Click Congratulate, write your message and click Send. You can congratulate each celebration once; you can't congratulate your own celebration.
Result
Celebration emails are sent every day at 10:00 for active employees whose birthday or work anniversary is that day, and the celebration is published in the Announcements > Celebrations feed. The feed only shows images and videos that are usable (approved, if approval is required).
Common problems
Symptom: The Celebrations feed is empty.
Cause: Celebrations are published together with the email delivery; if none of the four email options in Celebration email settings is on, no celebration is published. There may also be no celebrations in the last 7 days.
Solution: Turn on at least one celebration email option.
Symptom: An employee's work anniversary email wasn't sent.
Cause: The employee has no company entry (seniority) record or is inactive.
Solution: Check the employee's seniority information.
Symptom: Content is in Skipped status.
Cause: The monthly credit limit was reached or the digital credit balance was insufficient.
Solution: Raise the Monthly credit limit or add credits.