Reminders
How does MyHR's reminders functionality work?
Contents
Where to see Reminders on the Homepage
Where to find a list of all Reminders
Step-by-step instructions: Creating custom reminders
How do I mark off tasks/reminders assigned to me?
Can employees see reminders assigned to them in MyHR?
What notifications do employees receive for reminders?
How can I edit or delete a custom reminder?
Can I generate a report to see the completion status of a task/reminder?
Can I mark a task as complete on behalf of an employee?
Overview
What are Reminders (and Custom Reminders) in MyHR?
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Reminders in MyHR are notifications or prompts built into the system to help you track important dates, obligations, or actions (e.g. document acceptance, training, compliance deadlines).
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Some reminders are automatically generated by the system — for example, when you request someone to accept a document, the system creates a reminder for them.
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Custom Reminders allow you to manually create your own reminders for events or actions not automatically covered (e.g. renewing a certification, attending a meeting, submitting a form) for individuals, groups, departments, or the whole staff.
Where to see Reminders on the Homepage
On the Homepage in MyHR, there are three reminder tabs.
- Upcoming events (bottom left): This tab shows upcoming work anniversaries, birthdays, work visa expiry dates, and trial/probation period reminders.
- Your reminders (top right): This tab shows tasks/reminders assigned to you as a manager (or to managers who report to you). These are management tasks to be completed; such as approving leave requests, reviewing and signing employment agreements/contracts, completing manager performance appraisals, payroll integrations.
- Reminders (bottom right): This tab shows tasks/reminders assigned to employees in departments you have access to. These are displayed in order of most overdue.
Selecting reminders under either Your reminders or Reminders will display a link to action or view the task.
Where to find a list of all Reminders
On the left navigation menu, select Reminders.
The Reminders tab will display, where you can see all outstanding Reminders.
- Here you can filter by type/category of reminder, and whether the reminder is a task for you specifically to complete (by checking the only my reminders box).
- The type/category of reminders includes Agreements, Compliance, Contracts, Document Acceptance, Leave, Payroll, Performance, Training, or Other.
- If you are looking for a reminder for a specific employee, or by a key word (such as "appraisal due" or "anniversary") there is a search function on the right of the screen.
- Select a reminder to see further detail, including links to action or view the task.
What are Custom Reminders
Custom 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.
Step-by-step instructions: Creating Custom Reminders
- Go to Reminders on the left hand side navigation menu.
- Select + Add Reminder.
- Select Select People... Select the relevant employees, this can either be done by individually selecting the employee name, or via department and selecting select all.
- Select the event date. This is the date by which the action or event should cocur (deadline or scheduled date).
- Select the Category drop down menu and choose either Training, Compliance or Other. This helps classify and filter reminders.
- Enter a Title and Description to explain to employees what you are wanting them to do. You can include URLs or links in the description.
- You can opt to send an automated email reminder before the event. To do so, select Send a reminder email about this upcoming event, and enter when you would like the email to be sent.
- Under Record Outcome, pick one of the following three options: Attendance, Completion, None.
- If you select Attendance or Completion, you have an option to send a follow up email to participants who have not completed the task at a follow-up frequency of your choice.
- Select Submit.
You can find instructions for how to create custom reminders for first aid certificates, company wide meetings, and training on our Quick guides for popular custom reminders page.
FAQs & troubleshooting
How do I mark off tasks/reminders assigned to me?
From the Homepage or the Reminders page, select the reminder you would like to view/complete.
Depending on the type of reminder, you will see a link to:
- View the person's profile
- Mark a task as complete
- View the person's onboarding plan or performance review
- View a document an employee has been asked to digitally accept
- Manage payroll integration
Can employees see reminders assigned to them?
Yes, when an employee logs into MyHR, they have a Reminders section on the top right hand side of their Homepage.
If they have outstanding Reminders or tasks, they can select the reminder to go to the page where they can action the task.
They can also go to the Reminders tab (via the left navigation menu) to review Reminders already completed.
What notifications do employees receive for reminders?
Your employee will receive email notifications:
- When you first assign the reminder to them.
- If you selected the reminder email box, they will receive an email before the due date to remind them.
- If you selected the follow-up email box, they will receive emails at the frequently you selected until they complete the task.
I sent an employee a document for digital acceptance. Do I have to create a custom reminder to let them know to acknowledge it?
No - when you send a document to employees for digital acceptance, the system will automatically generate a weekly reminder to prompt those who haven’t accepted it.
How can I edit or delete a custom reminder?
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.
Can I generate a report to see the completion status of a task/reminder?
Yes, a manager or account owner can run a report for custom reminders. Owner users will be able to see all employees, managers will be able to see employee's in departments they have access to.
- Select Reports on the left navigation menu.
- Select Custom reminders under Training and Compliance.
- Select Generate Report. The report will display on the screen.
The report shows the reminder title, category, description, person the reminder is assigned to, due date, and status. There are also fields for job title, manager and department for filter purposes.
At the bottom of the screen is a scroll bar to see fields which may not be immediately visible due to screen size.
There is a download report button on the far right of the screen (you may need to scroll to the right to see this button).
Can I mark a task reminder as complete on behalf of an employee?
A manager can mark a reminder has complete on behalf of an employee, however it is encouraged that employees take ownership of their reminders themself.
When an employee logs into their MyHR self-service portal, they will see a Reminders section in the top right side of the screen. This will list any outstanding or pending tasks assigned to them. Under the Reminders tab (in the left side navigation menu), they can view all previous/completed reminders.
Support options
If you need more help, our HR teams are always here for you!
If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240
CA - 1 855 694 7224