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Send Reminder Emails to Employees

Dylan B.
  • Updated

Use Email to Remind Employees to Review & Sign Digital Notices

If the deadline for wage/salary approval is approaching and some of your employees have still not reviewed and signed their digital notices of wage/salary, you can send email reminders to those employees from SchoolFront.

 

Applicable System Roles

  • Human Resources
  • Administrator

 

Prerequisite Steps

  1. A notification category is setup for sending reminder emails
     
  2. A notification template is setup for sending reminder emails
 

Example Reminder Email Content


<Date>

Dear <Staff Full Name>:


The deadline for approving your <Insert School Name> salary notice is approaching. Please take the time to carefully review and approve your salary notice.

If you are having difficulty accessing your salary notice or have any questions about this process please contact the Human Resources Office: <Insert HR Phone Number>.

 

Thank you!

 


Note: You can send an email reminder to one employee at a time, or multiple employees simultaneously. 

 

Step-by-Step Instructions:

Send Login Information to a Single Employee

  1. Go to Salary Adjustments in the left hand vertical navigation menu.
     
  2. Find the employee to whom you would like to send the reminder email.

    Note: If you want to view all employees who have not signed their digital notices of wage/salary yet, click the "Pending Employee Review" link at the top of the grid.
     
  3. Click the employee to open his/her Details in the area below the grid.
     
  4. In the Details area below the grid, click the Send Notification link.
     
  5. A little dialog will open.
     
  6. Choose the correct Notification Category from the drop-down menu.
     
  7. Choose the correct Notification Template from the drop-down menu.
     
  8. Determine who should receive the notification by checking the appropriate check-boxes under Recipient:
     
    • Manager = The employees manager will receive a copy of the email with the employee's username and password.
       
    • Selection = The employee his/herself will receive a personalized version of the notification.
       
    • Self = You (the sender) will receive a personalized version of the notification. (Sometimes senders like to send to self as a "sanity check" or confirmation that the notification is working as they desired.
       
  9. Enter the Subject of the Email (e.g. Digital Notice of Wage/Salary Reminder: Please Review & Approve).
  10. Add persons to CC. Note that each person identified will receive 1 notification for each recipient specified with the check-boxes...So if the student has 10 family members defined              in the system and checked the "All Family" checkbox, CC'd individuals will receive 10 emails--one personalized for each family member. 
  11. Click the Preview button to see what the personalized notifications will look like. Typically there is a page break in the preview between the notifications created for each recipient.
    • Review the content and make sure you like it. If there is something you do not like, you may need to cancel this notification for the time being and edit the template.

Click the Create Notification button.


Step-by-Step Instructions:

Send Login Information to Multiple Employees Simultaneously

  1. Go to Salary Adjustments in the left hand vertical navigation menu.

  2. If you do not want to send login information to every employee in the grid, use filters and or saved views to reduce the grid to show only records whose status you want to change. This is important because when you send the bulk login information email, it will be delivered to all unfiltered/visible employees in the grid.

    Note: If you want to view all employees who have not signed their digital notices of wage/salary yet, click the "Pending Employee Review" link at the top of the grid. 
     
  3. Once the employees are properly filtered, click the "Send Notification" link at the top of the grid.
     
  4. A little dialog will open.
     
  5. Choose the correct Notification Category from the drop-down menu.
     
  6. Choose the correct Notification Template from the drop-down menu.
     
  7. Determine who should receive the notification by checking the appropriate check-boxes under Recipient:
     
    • Manager = The employees manager will receive a copy of the email with the employee's username and password.
       
    • Selection = The employee his/herself will receive a personalized version of the notification.
       
    • Self = You (the sender) will receive a personalized version of the notification. (Sometimes senders like to send to self as a "sanity check" or confirmation that the notification is working as they desired.
       
  8. Enter the Subject of the Email (e.g. Digital Notice of Wage/Salary Reminder: Please Review & Approve).
     
  9. Add persons to CC. Note that each person identified will receive 1 notification for each recipient specified with the check-boxes...So if the student has 10 family members defined in the system and checked the "All Family" checkbox, CC'd individuals will receive 10 emails--one personalized for each family member.
     
  10. Click the Preview button to see what the personalized notifications will look like. Typically there is a page break in the preview between the notifications created for each recipient. Review the content and make sure you like it. If there is something you do not like, you may need to cancel this notification for the time being and edit the template.
     
  11. Click the Create Notification button.

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