Configuring email notifications
The beqom platform enables you to configure with a very fine granularity the email notifications that are sent to users by the system.
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Once email notifications are set up at system scale in Workbench, users still retain the possibility to opt out of receiving notifications in their user settings.
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Email notifications are available under Workbench > Platform Setup > Notifications > Email Notifications. Access to Workbench depends on your role within the platform.
Enabling email notifications company-wide
Before you can perform any type of configuration, you must make sure that email notifications are enabled at system scale, for your whole company. To enable email notifications company-wide, proceed as follows:
Change the state of the Enable email notifications for the company toggle to enabled.
Click Save in the upper-right corner of the application window. Email notifications are now enabled and you can proceed to the fine-tuning of the notifications.
Seven sections containing various notification settings are now displayed on the page. Click Expand or Collapse in the far right of the box corresponding to each section to open and close the section.
Understanding feedback-related email notifications
The beqom platform offers a wide range of notification settings for feedback created in the context of continuous performance management.The following table details the various feedback notification settings and their specific action.
Notification setting |
Description |
|---|---|
Let's meet request |
When this setting is enabled, a notification will be sent to the user when someone has asked to follow up on feedback. |
Feedback favorited |
When this setting is enabled, a notification will be sent to the user when someone has favorited feedback. |
Thank you for your feedback |
When this setting is enabled, a notification will be sent to the user when someone has sent a thanks for feedback. |
Shared feedback |
When this setting is enabled, a notification will be sent to the user when someone has shared feedback with them. |
New feedback |
When this setting is enabled, a notification will be sent to the user when they have new feedback. |
Pending response to a feedback request |
When this setting is enabled, a notification will be sent to the user when a user has pending requests from others. |
New feedback request |
When this setting is enabled, a notification will be sent to the user when someone has requested feedback. |
Rate feedback from manager |
When this setting is enabled, a notification will be sent to the user to remind rate feedback from manager. |
Public feedback |
When this setting is enabled, a notification will be sent to the user when someone has received shared publicly feedback. |
Comment on shared feedback |
When this setting is enabled, a notification will be sent to the user when publicly sent feedback has received endorsements from other users. |
Reply on publicly shared feedback |
When this setting is enabled, a notification will be sent to the user when publicly shared feedback has received other comments. |
Endorsement on publicly received feedback |
When this setting is enabled, a notification will be sent to the user when publicly shared feedback has received endorsements from other users. |
Endorsement on publicly shared feedback |
When this setting is enabled, a notification will be sent to the user when publicly shared feedback has received endorsements from other users. |
New reply on feedback request |
When this setting is enabled, a notification will be sent to the user when a user has new reply on feedback request. |
Pending response to a feedback request from user |
When this setting is enabled, a notification will be sent to a user as a reminder that they have not responded yet to a feedback request yet.. |
| Let's Meet on feedback request | When this setting is enabled, a notification will be sent to a user when someone has asked to meet on feedback request. |
| Reminder to start upward feedback | When this setting is enabled, a notification will be sent to the participant to respond to upward feedback about their manager |
| Request about my team | When this setting is enabled, a notification will be sent to a user when a manager has requested feedback about one of their direct reports. |
Understanding review-related email notifications
The beqom platform offers a wide range of notification settings for reviews performed in the context of continuous performance management. The following table details the various review notification settings and their specific action.
Notification setting |
Description |
|---|---|
Self-review is submitted by employee |
When this setting is enabled, a notification will be sent to managers when one of their direct reports submits the completed review form in the system. |
Manager review is published |
When this setting is enabled, a notification will be sent to workers when their manager publishes the review form in the system. |
Review is reassigned |
When this setting is enabled, a notification will be sent to the user to whom the review is reassigned. |
Invitation to the additional to participate in the review |
When this setting is enabled, a notification will be sent to additional managers who are invited by the direct manager to participate in a worker's review. |
Invitation to the additional manager to participate in the review (with message) |
When this setting is enabled, a notification will be sent to additional managers who are invited by the direct manager to participate in a worker's review. |
Self-review is re-opened |
When this setting is enabled, a notification will be sent to workers when their self-review is reopened in the system. |
Additional review has been submitted |
When this setting is enabled, a notification will be sent to the direct manager of a worker when any additional manager added to the review submits their review for the worker. |
Additional manager has been removed by the manager |
When this setting is enabled, a notification will be sent to additional managers added to a review when the direct manager of the relevant worker removes them from the review. |
Let's discuss on review |
When this setting is enabled, a notification will be sent to managers when one of their direct reports requests further discussion at review sign-off time. |
Employee formally challenges the review |
When this setting is enabled, a notification will be sent to the direct manager of a manager when a direct report formally challenges a review. |
Review has been moved from Moderation to Conversation and Publish |
When this setting is enabled, a notification will be sent to managers when their reviews are moved from the "Moderation" stage to the "Conversation & publication" stage. |
Manager has re-published review after Let's discuss |
When this setting is enabled, a notification will be sent to workers when their manager republishes their review after a discussion step between the relevant parties. |
LM+1 has re-published review after challenge |
When this setting is enabled, a notification will be sent to workers when their manager's direct manager republishes a review after it was challenged. |
Review has been accepted by employee |
When this setting is enabled, a notification will be sent to managers when their direct reports accept their reviews. For reviews that are accepted after they were challenged, the manager's direct manager will also be notified. |
Employee has suggested additional reviewers to participate in their performance review |
When this setting is enabled, a notification will be sent to managers when one of their direct reports suggests an additional manager to participate in a review. |
| Review requires validation | When this setting is enabled, a notification will be sent to higher-level managers (LM+1) when a review requires their validation. |
| Review validation completion for manager | When this setting is enabled, a notification will be sent to manager when a review has been validated by the higher-level manager (LM+1). |
| Review validation completion for employee | When this setting is enabled, a notification will be sent to the employee when a review has been validated by the higher-level manager (LM+1). |
Understanding goal-related email notifications
The beqom platform offers a wide range of notification settings for the goals created in the context of continuous performance management. The following table details the various goal notification settings and their specific action.
| Notification setting | Description |
|---|---|
New goal for approval |
When this setting is enabled, a notification will be sent to managers when one of their direct reports creates a goal. |
New assigned goal |
When this setting is enabled, a notification will be sent to workers when a new goal is assigned to them. |
Your goal has been updated by manager/HR |
When this setting is enabled, a notification will be sent to workers when a goal of theirs is updated either by their manager or by their HR department. |
Goal has been updated by employee |
When this setting is enabled, a notification will be sent to managers when a direct report of their updates one of their own goals. |
Goal has been approved |
When this setting is enabled, a notification will be sent to workers when their manager approves a goal they created for themselves. |
Goal has not been approved |
When this setting is enabled, a notification will be sent to workers when their manager rejects a goal they created for themselves. |
Goal has been shared |
When this setting is enabled, a notification will be sent to workers when a person shares a goal with them. |
Goal completion has been approved |
When this setting is enabled, a notification will be sent to workers when their manager approves the completion of one of their goals. |
Goal has not been approved with let's meet request |
When this setting is enabled, a notification will be sent to workers when their manager rejects a goal they created for themselves and request a meeting with the individual worker to discuss the goal. |
Deliverable has been completed |
When this setting is enabled, a notification will be sent to managers when one of their direct reports completes a deliverable. |
Goal has been completed |
When this setting is enabled, a notification will be sent to managers when one of their direct reports completes a goal. |
Goal has been completed and closed |
When this setting is enabled, a notification will be sent to managers when one of their direct reports completes a goal and closes it. |
Manager deleted your goal |
When this setting is enabled, a notification will be sent to workers when their manager deletes one of their goals. |
Someone deleted employee's goal |
When this setting is enabled, a notification will be sent to manager, people who assigned a goal or people with whom a goal has been shared when the relevant goal is deleted by the manager or the assignee. |
Employee deleted own goal |
When this setting is enabled, a notification will be sent to managers when one of their direct reports deletes one of their own goals. |
Employee creates a new goal |
When this setting is enabled, a notification will be sent to managers when one of their direct reports creates a new goal for themselves. |
Manager has new organizational goal |
When this setting is enabled, a notification will be sent to managers when a person assigns a new organizational goal to them. |
Goal has been updated by goal creator |
When this setting is enabled, a notification will be sent to managers when their HR department approves one of their goals. |
Goals have been approved |
When this setting is enabled, a notification will be sent to workers when their manager approves their goals in bulk. |
Comment was added to a goal |
When this setting is enabled, a notification will be sent to workers and managers when a comment is added to a goal. |
Understanding check-in-related email notifications
The beqom platform offers a wide range of notification settings for the check-ins created in the context of continuous performance management. The following table details the various check-in notification settings and their specific action.
| Notification setting | Description |
|---|---|
Check-in creation |
When this setting is enabled, a notification will be sent to workers and managers when a check-in with them is created. |
Check-in updated |
When this setting is enabled, a notification will be sent when either-participant of the check-in updates the discussion points or the dates of the check-in. |
Check-in comments updated |
When this setting is enabled, a notification will be sent when either participant of a check-in adds comments to the check-in form. |
Check-in completed |
When this setting is enabled, a notification will be sent when either participant of a check-in marks it as done. |
Check-in deletion |
When this setting is enabled, a notification will be sent when either participant to a check-in deletes the check-in. |
Manager submitted a performance check-in |
When this setting is enabled, a notification will be sent to workers when their manager submits a performance check-in. |
Employee accepted a performance check-in |
When this setting is enabled, a notification will be sent to managers when one of their direct reports accepts a performance check-in. |
Employee asked to meet up a bout a performance check-in |
When this setting is enabled, a notification will be sent to managers when one of their direct reports does not accept a performance check-in and requests further discussion about their manager's view of their performance. |
Check-in assigned |
When this setting is enabled, a notification will be sent to workers and managers when a check-in is assigned to them. |
Recurring check-ins creation |
When this setting is enabled, a notification will be sent to workers and managers when recurrent check-ins are assigned to them. |
Direct report's check-in with previous manager is updated |
When this setting is enabled, a notification will be sent to managers when a performance check-in between a new direct report of theirs and their previous manager is updated. |
Understanding inbox-related email notifications
The beqom platform offers a notification setting for the inbox. The following table details the notification setting and its specific action.
| Notification setting | Description |
|---|---|
| A new compensation statement is available | When this setting is enabled, a notification will be sent when new compensation statement is available for employee. |
Understanding proxy-related email notifications
The beqom platform offers a notification setting for the proxy. The following table details the notification setting and its specific action.
| Notification setting | Description |
|---|---|
| User has been granted proxy access | When this setting is enabled, a notification will be sent to the employee when they have been first given proxy access to users.. |
Understanding general notifications
The beqom platform offers a number of general notification settings targeted at users of the system. The following table details the general notification settings and their specific action.
| Notification setting | Description |
|---|---|
| Welcome | When this setting is enabled, a notification will be sent to workers when they're activated in the system. |
| Reminder to user following inactive period | When this setting is enabled a notification will be sent to workers when they have not been active in the system for a defined period of time. |
Enabling an email notification setting
To enable and configure any of the notification settings listed above, proceed as follows:
Locate and expand the notification setting section in which you want to work.
Locate the setting that you want to enable in your system.
Change the state of the relevant toggle to enabled.
Repeat the operation for as many email notification settings as you want to enable.
Click Save in the upper-right corner of the application window. The settings are now enabled and the default email notification template provided by beqom will be used to send email notifications to platform users.
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You can customize the email notification template. For more information, refer to Customizing the email notification template.
Customizing the email notification template
Every email notification setting that you can use in the beqom application comes with a default template that will be used for that specific type of notification if you choose not to customize it. You can however modify each individual template to fit the needs of your company.
To customize the email notification template for a specific notification setting, proceed as follows:
Locate the notification setting whose template you want to configure.
Hover over the box corresponding to the setting in the list. You will see an Edit button in the far right side of the box.
Click the Edit button. The Email notification settings panel is opened on the right side of the application window.
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Perform the changes of your choice:
Subject: enter the text you want to display as the subject line of the email when the users receive it in their mailbox
Body: enter the text you want to display as the body of the email when users receive it in the their mailbox
If you use multiple languages in the system, select a language in the Translations drop-down, and then repeat step 4 to add values for that language.
Click Save in the lower-right corner of the panel.