Reminders

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READ: Where do I find reminders?
READ: What are custom reminders?
READ: How to use custom reminders:

WATCH: Short training video.

Updated: 31 January 2023

Where do I find reminders?

Reminders are displayed on your Launchpad, with existing reminders listed individually or, when you have more than 2 reminders, they are consolidated into categories: Agreements, Compliance, Document acceptance, Leave, Performance, Training, or Other.

You can also find your reminders list within 'My Business', which can be easily filtered - e.g. by category of reminder, a person or department, or only those that require action - so you can quickly check how many reminders you have and which employees you have set reminders for.

Selecting a reminder category on the Launchpad takes you to the reminders view with the category filter applied so that, for example, you can quickly check if any employment agreements or contracts are waiting for either party to sign.

You can also filter reminders that are specifically for you using 'Only my reminders' and/or those with an 'Action required' e.g. reminders about documents you've requested acceptance from employees OR pending leave requests.

Reminders are also searchable, so you can quickly find what you need.

Click on the reminder's title to see more detail.

Once expanded, you can see:

All the people the reminder applies to and click their name to go to their overview page.
A detailed description of what the reminder is about.
Any related links e.g. 'View document'.

Reminders are now available to employees directly via their MyHR self-service login, so they can easily see any documents they need to read and accept, and any reminders you have set them, e.g. marking their attendance at an event or completing an action item.

What are custom reminders?

Reminders make it easy to set and track reminders for all important events, obligations, and engagements, whether it is event or training attendance, policy compliance, licence and certification requirements, or task completion.

Reminders are automatically created each time you request document acceptance and with the custom reminders feature, you can quickly create other reminders for individual employees, a selected list of your people, whole departments, or all your staff.

There are 3 categories of customised reminders: Training, Compliance, and Other, which defines the type of event and the reminder can be further classified by the type of outcome desired, whether it’s attendance at a meeting, the completion of a task, or no action required.

You can set the frequency of notifications, both before the event and after, so automatic email reminders are sent on chosen dates.

With custom reminders you can stay on top of core processes like employee onboarding, offboarding, legal compliance, and training and development. It speeds up the process of issuing new or updated policies or performance management actions, and ensures employees understand and comply with current protocols, regulations or agreed actions.

How to set up and use reminders

Example #1: Renewing first aid certificate

Go to the ‘My Business’ tab; you'll now be viewing the 'Reminders' tab.
Click ‘Add reminder’.
Click 'Select people' and select the people for this reminder - in this case by clicking 'Select all in current list'. Then click 'Apply'.
Select the event date.
Select a category, in this case ‘Compliance’.
Add a title (in this case 'Upload renewed first aid certificate') and a description of the event or action required.
Check the ‘Email notification’ box to send a reminder email prior to the event and select the reminder date e.g. 1 week before the event date
Select the type of outcome you want to record: Attendance, Completion, or None. In this case, Completion.
If you require follow-up emails, check ‘Send follow-up emails to people…’ box and select the notification frequency.
Click ‘Submit’ to create the reminder.
Click the reminder title ('Upload renewed first aid certificate') to see all the details.

Example #2: Attend company-wide meeting

Go to the ‘My Business’ tab; you'll now be viewing the 'Reminders' tab.
Click ‘Add reminder’.
Click 'Select people' and select the people for this reminder - in this case by clicking 'Select all in current list'. Then click 'Apply'.
Select the event date.
Select a category, in this case ‘Compliance’.
Add a title and description of the event, e.g. 'New drugs and alcohol policy', and a description.
Check the ‘Email notification’ box to send a reminder email prior to the event and select the reminder date, e.g. 1 week before the event date
Select the type of outcome you want to record: Attendance, Completion, or None (in this case, Attendance).
If you require follow-up emails, check ‘Send follow-up emails to people…’ box and select the notification frequency.
Click ‘Submit’ to create the reminder.
Click the reminder title ('New drugs and alcohol policy') to see all the details.

Example #3: Training reminder for an individual

Go to ‘My People’ tab and select the employee from the list.
Click the 'Reminders' tab.
Click ‘Add reminder’.
Select the event date.
Select a category, in this case ‘Training’.
Add a title and description of the event, in this case 'Watch onboarding training videos' and 'Watch the video at http://youtube.com/-skd-wed then mark this reminder completed in the MyHR self service portal'.
Check the ‘Email notification’ box to send a reminder email prior to the event and select the reminder date, e.g. 1 week before the event date.
Select the type of outcome you want to record: Attendance, Completion, or None (in this case, Completion).
If you require follow-up emails, check ‘Send follow-up emails to people…’ box and select the notification frequency.
Click ‘Submit’ to create the reminder.
Click the reminder title 'Watch onboarding training videos' to see all the details. Any URLs in the description text are automatically converted to clickable links.

Example #4: 'Other' reminder for an individual

Go to 'My People' tab and select the employee from the list.
Click the 'Reminders' tab.
Click ‘Add reminder’.
Select the event date.
Select a category, in this case, in this case ‘Other’.
Add a title and description of the event, e.g. Order catering for team morning tea.
Check the ‘Email notification’ box to send a reminder email prior to the event and select the reminder date, e.g. 1 week before the event date.
Select the type of outcome you want to record: Attendance, Completion, or None (in this case, Completion).
If you require follow-up emails, check ‘Send follow-up emails to people…’ box and select the notification frequency.
Click ‘Submit’ to create the reminder.
Click the reminder title ('Order catering for team morning tea') to see all the details.

Editing and deleting custom reminders

You can edit or delete all custom reminders by clicking the 'Edit reminder' or 'Delete reminder' link in the expanded details view of any reminder.

Recording outcomes

Custom reminders allow you and any people the reminder is set for to record the outcome, either as attendance or completion. This allows you to track outcomes for reporting and compliance purposes.

When adding or editing a reminder. Select the type of outcome you want to record: Attendance, Completion, or None.

outcome-completion

Completion

Choosing 'Completion' for the outcome type creates a 'Mark complete' link that shows in the expanded reminder details for both you as a manager and any of your people selected.

mark-complete-custom-reminder

On the Business Reminders page, you can mark reminders complete for any/all of the people they are set for. Check the 'Completed' checkbox for each person and then click 'Submit' to record the outcome.

Alternatively, you can mark completion for a particular person on their Overview or Reminders page. Check the 'Yes, task is complete' checkbox and then click 'Submit' to record the outcome as completed.

mark-complete-modal-person-management

Employees can mark completion for themselves by using the self-service portal. The person checks the 'Yes, task is complete' checkbox and then clicks 'Submit' to record the outcome as completed.

mark-complete-modal-self-service

Attendance

Choosing 'Attendance' for the outcome type creates a 'Mark attendance' link that shows in the expanded reminder details for both you as a manager and any of your people selected.

Clicking the link allows you to record each person as either Absent or Present.

On the Business Reminders page, you can mark the attendance of any/all of the people. Click 'Absent' or 'Present' for each person you wish to update, then click 'Submit'.

Alternatively, you can mark attendance for a particular person on their Overview or Reminders page. Click 'Absent' or 'Present' and then 'Submit' to record the outcome for the person.

Employees can mark attendance for themselves by using the self-service portal. The user clicks either 'Absent' or 'Present' and then 'Submit' to record the outcome for themselves.

Watch the training video

This short video provides an overview of how to find and use reminders.