Probation Expiry Notification Settings
The system allows you to configure an automatic notification sent to the employee’s direct manager a set number of days before their probation period ends, enabling timely follow-up action.
Before You Begin
- Make sure you have the Manage HR System permission to modify notification settings.
- Make sure a probation end date is set in each employee’s profile.
- Make sure a direct manager is assigned to the employee in their profile, otherwise the notification is sent to the designated department manager or managers.
Steps to Configure Probation Expiry Notification Settings
- From the main menu navigate to “Payroll“.
- Click “Settings“.
- Click the “Contract Notifications” tab.
- In the “Duration (in days)” field enter the number of days before the probation end date at which the notification should be sent to the manager.
- Click “Save“.
How Notifications Work
The system checks daily for employees whose probation periods are ending within the configured duration and automatically sends a notification to the direct manager through three channels:
- Web Portal Notification: Appears in the notifications center (bell icon) with the message: “Probation period ending soon for [Employee Name]. The probation period for [Employee Name] will end in [X] days. Please take necessary action.” — Clicking the notification opens the employee’s profile on the Contract tab.
- Mobile App Push Notification: Appears as a push notification with the message: “Reminder: [Employee Name]’s probation ends in [X] days.” — Clicking it opens the employee’s profile in the app.
- Email Notification: Sent to the manager with the subject: “Probation Period Ending Soon – [Employee Name]” and includes the employee’s name, job title, department, probation end date, days remaining, and a link to the employee’s profile.
Notes
- The duration field is mandatory and accepts positive integers only (minimum 1 day).
- The notification is sent only once per employee per probation period.
- If the probation end date changes after the notification has been scheduled the notification timing updates automatically based on the new date.
- If an employee has no probation end date set no notification is triggered.
- If an employee has no direct manager and no department manager no notification is sent.
- The manager can view the employee’s profile when clicking the notification only if they have the View Employee Profile permission.