People Resources

Reminders

Zoho People automatically sends reminder emails based on form record date and helps you to remember all the important dates like appraisals, passport expiration date, birthdays, joining date, date-of-hire, end of probation etc., It helps you to easily communicate with your employees and stay focused on planning and meeting the deadlines of important tasks.

Benefits of Reminders

  • Track date-of-hire, employee confirmation and end of probation.
  • Send birthday wishes for your employees.
  • Automatic reminder emails.
  • Create custom reminders to suit your organization needs.
  • Makes HR tasks easier
  • Simplifies your workflow

Click the links below to learn more about the configuration process of Reminders.

Configuration of Reminders

Zoho People allows you to configure reminders for forms based on date. You can create and customize reminders for all records in your organization. It reduces all your administering tasks and helps you to stay organized with your employees.

How to configure Reminders

  1. Log in as Admin.
  2. Click 'Setup' at the top of the page.
  3. Go to 'Reminders'.
  4. Click 'Add Reminder'.
  5. Choose the form.
  6. Select the form field from the drop down list.
  7. Configure 'Reminder On' and 'Record Date Match' fields as per your requirements.
  8. Choose 'Record Date Based on' field.
  9. Fill out the email template. The option 'Person performing this action' in the 'To' field represents the owner of the record.
  10. Click 'Save'.

Note:

  • Click "Enable Reminder Module" for start receiving reminder mails after configuring the reminders. Reminder date and time should always be greater than the current time and date.

Example Scenarios

Reminders can be configured only for forms that has date fields such as employee form, reimbursement form, company policy form, Training Assessment form etc., Let's take the 'Employee form' as an example and see how the reminders will work each date fields.

Configuring reminders for Birth Date Field

Employee form has date fields like date of birth, date of joining and date of exit. You can configure reminders for any of the provided form fields. For example, to configure birthday template for employees, follow the steps below.

How to configure birthday reminders for employees

  1. Login as Admin.
  2. Click 'Setup' at the top of the page.
  3. Go to 'Reminders'.
  4. Click 'Add Reminder'.
  5. Choose the Employee form.
  6. In the Form Field, select the 'Birth Date' from the drop down list.
  7. Select the 'Remind On' time and the Date from the Calendar.
  8. Repeat the task 'Daily'.
  9. Select the Record Date Match as 'Same Day'.
  10. Select the Record Date based on as 'Exact Month / Date match'.
  11. Configure the email template.
  12. The option 'Person performing this action' in the 'To' field represents the owner of the record, i.e., employee(s).
  13. Click 'Save'.

Note:

  • Click "Enable Reminder Module" for start receiving reminder mails after configuring the reminders. Reminder date and time should always be greater than the current time and date.

Configuring reminders for Date of Joining Field

Say your organization would conduct a New Joinees meeting with CEO once in every 3 months. In this case, you can set reminders for 'Date of joining' field for a specific date range, like every 3 months. So, the 'New Joinees Meeting with CEO' reminder mail would automatically be sent to employees those who joined in the specified date range.

How to configure date of joining reminders for employees

  1. Login as Admin.
  2. Click 'Setup' at the top of the page.
  3. Go to 'Reminders'.
  4. Click 'Add Reminder'.
  5. Choose the Employee form.
  6. In the Form Field, select the 'Date of joining' from the drop down list.
  7. Select the 'Remind On' time and the Date from the Calendar.
  8. Select the date range for 'Record Date range match' field.
  9. Configure the email template.
  10. The option 'Person performing this action' in the 'To' field represents the owner of the record, i.e., employee(s).
  11. Click 'Save'.

Note:

  • Click "Enable Reminder Module" for start receiving reminder mails after configuring the reminders. Reminder date and time should always be greater than the current time and date.

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