Create Reminders for Anniversaries and Birthdays

 

 

This article explains how to create one-off anniversary reminders and recurring birthday reminders, to help ensure that you remember employee anniversaries and birthdays.


Reminders can be created both at a general level via employee roles, and individually in the personal settings of an employee profile. To find out how to create reminders in the employee role configuration and in the personal settings of your employee profile, read Creating Reminder Workflows.
 

Note
Reminders scheduled to be sent before or on the same day as an event remain in your Inbox until one day after the respective event. Reminders scheduled to be sent after an event are automatically removed from your Inbox after a week from the date when they are first shown. If you don't want a reminder to be automatically removed from the Inbox after the above periods, mark the reminder as a notification with no expiration. Such notifications are displayed until they are actively confirmed by the respective user.

 

One-Off Anniversary Reminders

Set up a reminder for employees' 5-year anniversaries with your company by creating a one-time reminder. To create the reminder, follow these steps:

settings-roles-reminders-5-year-anniversary_en-us.png

Reminder configuration for an employee role.

  1. Navigate to the menu item Settings > People > Employee Roles and select the role you want to create a reminder for.
  2. Click on the tab Reminders and then on Add reminder.
  3. Define under Remind which group of employees should receive the reminder.
  4. Under about, select the attribute Hire date as the reminder event.
  5. Define under when a point in time after the hire date when you would like to be reminded of the 5-year anniversary. In the example shown, the period is selected such that the reminder is triggered 7 days before the fifth anniversary. Note: Take leap years into account when calculating the reminder date for anniversaries.
  6. Choose either the option Notification with automated expiration or Notification with no expiration which must be acknowledged by the receiver.
  7. Leave the Frequency option unchecked.
  8. Optionally, add a note under Note.
  9. Click on Add to create the reminder.

Alternatively, if you want to avoid calculating the reminder date to the exact day, you can create a date attribute specifically for the anniversary and use it when creating a corresponding reminder.

Note Reminders can only be created for attributes with the attribute type Date. To find out how you can add new attributes, read our article on Creating Custom Sections and Attributes.

settings-roles-reminders-5-year-anniversary-company_en-us.png

Reminder configuration for an attribute created for anniversaries.

 

Birthday Reminders (Recurring Annually)

Set up an annual reminder for employees' birthdays. To create the reminder, follow these steps:

settings-employee-roles-reminders-birthday_en-us.png

Reminder configuration for a birthday reminder.

  1. Navigate to the menu item Settings > People > Employee Roles and select the role you want to create a reminder for.
  2. Click on the tab Reminders and then on Add reminder.
  3. Define under Remind which group of employees should receive the reminder.
  4. Under about, select the attribute Birthday as the reminder event.
  5. Under when, define a point in time when you would like to be reminded.
  6. Choose either the option Notification with automated expiration or Notification with no expiration which must be acknowledged by the receiver.
  7. For the attribute Birthday, the frequency is automatically set to yearly.
  8. Optionally, add a note under Note.
  9. Click on Add to create the reminder.

 

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