This guide gives you an overview of Notifications, including where to find it, the notification types available and how to get started.
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Contents
Overview
Notifications lets you create and manage your own automated email notifications in Ciphr HR.
You can:
- See every notification set up in your system in one place
- Create new notifications from ready-made templates, such as starters, leavers, probation and qualifications
- Write your own subject and message, using tags to add employee details automatically
- Choose when each notification is sent, who it applies to and who receives it
- Test notifications safely before making them live
- Check a history of changes and a log of every email sent
Notifications is included as standard for all Ciphr HR customers.
Who can use it and where to find it
Only System Administrators can use Notifications, and every System Administrator can see and manage all notifications.
To open it, go to Employee Communications > Manage Notifications in the main menu.
The summary screen
When you open Manage Notifications, you'll see a list of all the notifications in your system. If you're new to Ciphr, this list will be empty until you create your first notification.
| Column | What it shows |
|---|---|
| Description | The name you gave the notification, such as New starter reminder – manager |
| Type | The template it's based on, such as Starter or Qualification |
| Audience | Who the notification applies to, such as All staff or the name of a subset |
| Recipients | Who receives the email |
| Status | Live, Test or Disabled |
Once you have a list, you can filter and search notifications by their description. Consistent names make this more useful, such as including the entity or location
Existing customers will also see any notifications Ciphr set up for them previously. These will show “Legacy” as their type, so you can tell them apart from new ones. See the related guide for more information.
You'll also see System notifications – coming soon. These are the standard emails Ciphr sends automatically, such as password resets and sign-in verification emails. In a future update you'll be able to see them here and adjust their wording.
Notification types
Each new notification starts from a template.
Templates currently include:
- Allowances
- Birthday
- Contract end
- Document added
- Further information dates
- Holiday year end
- Leaver
- Outstanding verification
- Payment
- Probation
- Qualification
- Right to work expiry
- Safeguarding & Employee checks - such as DBS and right to work checks
- Service anniversary
- Starter
- Talent (reviews)
- Training
We're adding more templates regularly. There's no limit on the number of notifications you can create, and you can create several from the same template.
Getting started
We recommend setting things up in this order:
- Configure your global settings: test recipients, trusted email domains and your email signature. See the related help guide for more information
- Create your first notification
- Test it: keep it in Test until you've checked the test emails
- Make it live when you're happy with it
Related articles:
- Manage Notifications - HR page access
- Configuring global settings for HR notifications
- HR Notification types and examples
- Creating an HR Notification
- Previewing HR Notifications and branding
- Duplicating an HR Notification
- What are legacy notifications in HR?
- How to move an HR legacy notification to a new notification
- Things to be aware of with HR Notifications
- HR notifications: FAQs
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