This article covers the People reminders section in the Email Notifications group of the Company Settings screen. Two e-mails are set up here: the Probation period reminder and the Weekly digest e-mail. Users with the View Company Settings permission see the settings; turning them on or off, changing them and sending a test require the company admin role or the Company Permission Settings permission.
Both are off at first; no e-mail goes out until you turn them on.
Before you start
The Company Entry Date must be filled in on the Seniority section of the employees' Personal Information tab. Reminders and anniversaries are counted from this date; an employee without it gets no reminder (Filling in registry sections).
For the reminder to reach the manager, the employee's active position record must have a Manager (Assigning a position and manager).
Birthdays come from the Birth Date on the National ID Information section.
Step by step
Turn on the probation period reminder
In the left menu go to Configuration > Company settings.
In the settings menu on the left, click People reminders in the Email Notifications group.
Turn on the switch on the right of the Probation period reminder card. A card that is off shows only its title and description; once you turn the switch on, the settings open below.
Pick the months in Months to remind. The default is Month 2 (the end of the probation period) and Month 6 (the start of job security). You can pick up to 5 months.
In Days ahead, enter how many days before the date the reminder goes out (0 to 60, default 7). With 0 it goes out on the day.
Under Recipients, tick The employee's manager and, if you like, Company administrators. At least one must be ticked.
Click Save at the bottom of the card. Click Discard to undo.
To see the content, click Send me a test at the bottom right of the card. Today's reminder with the saved settings is e-mailed to you only; employees you do not manage are left out (as a company administrator you see the whole company).
Turn on the weekly digest e-mail
On the same screen, turn on the switch of the Weekly digest e-mail card.
Under Include in the digest, tick the parts: Leaves of the week, Birthdays, Work anniversaries and Employees completing a set period (probation months). At least one must be ticked.
Under Recipients, tick Company administrators (whole company) and Managers (their own team).
Click Save. To see the content, click Send me a test; this week's digest is e-mailed to you only.
Result
Probation period reminder
The date is the start date plus the selected months. For example, an employee who started on 1 August completes month 2 on 1 October; with 7 days ahead the reminder goes out on 24 September.
It is checked every day at 09:00 and goes out once per employee and month. If the reminder day was missed (e.g. the setting was turned on later), it goes out at the first check before the date; dates already past are not reminded.
The e-mail shows the employee's name, position, start date, the date the month completes, days left, branch and department. The recipient also gets an in-app notification.
When the employee has no manager or the manager is passive, the reminder goes to the company administrators.
If the start date changes (e.g. re-hire), the reminder goes out again for the new date.
Weekly digest
Every Monday at 08:00 the week's (Monday to Sunday) content goes out: approved leaves (with times), birthdays, work anniversaries (with the year count) and the employees completing the selected probation months.
Company administrators see the whole company, other managers only the employees whose active position record names them as manager.
A week with nothing to list sends no e-mail. When the Leave module is off, the leaves part is left out.
E-mails go in Turkish or English according to the recipient's language.
Common problems
Symptom: No reminder came for an employee.
Cause: The employee has no Company Entry Date, is passive, or the reminder date passed before the setting was turned on.
Fix: Check the date on the employee's Seniority section. Send me a test shows who is listed today.
Symptom: The reminder went to the company administrator instead of the manager.
Cause: The employee's active position record has no Manager, or the manager is passive.
Fix: Update the manager on the employee's position record.
Symptom: Save is greyed out and hovering shows a message such as "Select at least one recipient."
Cause: A required choice is empty while the card is on.
Fix: Pick at least one month, one recipient and (for the weekly digest) one part.
Symptom: Send me a test says "The test e-mail could not be sent."
Cause: Your account has no e-mail address or the mail service did not respond at that moment.
Fix: Check the e-mail address in your profile and try again.