Alerts – Empeon Support Center

Introduction

The Alerts feature is designed to enhance the efficiency and responsiveness of your HR and management teams. This feature allows users to set up automatic email alerts to stay informed about key events and milestones without the need for constant manual monitoring.

There are two main types of Alerts available:

Remind Me: These are date-based Alerts designed to keep you ahead of important deadlines and expirations. For instance, you can set up Alerts for expiring certificates, upcoming employee reviews, upcoming employee celebrations, or upcoming unprocessed payrolls. This proactive approach ensures that critical deadlines are met, and compliance is maintained seamlessly.
Alert Me: These Alerts are triggered by specific events or changes within your organization. Examples include notifications when an employee is absent, changes to an employee's rate of pay, or when payroll has been processed. This type of Alert allows you to stay updated on real-time changes made within the system.

By leveraging the Alerts feature, organizations can automate a significant portion of their monitoring and notification processes, reducing the risk of oversight and enhancing operational efficiency. Whether it's staying compliant with certifications, managing personnel changes, or ensuring payroll processes on time, our Alerts feature supports a proactive and informed management approach.

Setting up an Alert

1. Navigate to the Company Tab.

2. From the lefthand menu, select Rules & Alerts.

3. Then select the Alerts Card.

4. Next, click the blue button that says "+ New Alert".

You will then be prompted to select the type of Alert you wish to set up.

Remind Me Alerts are date driven, helping to remind you when important dates are either approaching or have already past. Alert Me Alerts are change driven, helping to notify you when changes have been made within the system.

Once you have selected the category of the Alert you are setting up, you will then have to select the specific Alert Type from the drop down. Then click "Next" to configure the Alert on the following screen.

Setting up an Alert: WHAT - The kind of alert you would like to receive

Alert Name - The Alert Type that you selected on the previous screen will populate in the Alert Name field. This will appear as the subject line of your email notification. With that in mind, you have the ability to edit the verbiage in this field to your preference.
Alert Description - This is an internal description outlining what this Alert will notify you about. This will not appear in the email notification.

Setting up an Alert: WHEN - The time(s) you should be notified

In this section you have two options to choose from:

Notify me per event date - This option allows you to set an Alert for each individual event a specific number of days before or after it occurs. For example, if you choose to be alerted 7 days before a license expires, you'll receive a separate email for each license set to expire, 7 days before the actual expiration date.
Send me a summary for specified date range - With the summary option, you will receive a consolidated email at a set day and time, listing all licenses set to expire within a selected time frame. For example, an Alert sent every Monday at 8am outlining all licenses that are due to expire in the following week.

Alerts Step 11 Visual.png

With both options, you have the ability to set up multiple reminders by selecting Add another reminder.

Setting up an Alert: WHOM - For which employees would you like to be notified

Here is where you will elect which employees you would like to receive this Alert for. You have the ability to set this up for All Employees, or you can select Specific Employees and this will be based on their assigned Cost Center or Job Info.

For example, if you wanted this alert for only your direct care staff such as your RN's, CNA's and LPN's, you would select "Specific Employees", filter by "Position" and then select the type of positions you want to receive this Alert for.

Alerts Step 13 Visual.png

Setting up an Alert: WHO - The people who should receive the alert

Alerts Step 14.png

In this section, you can select who should receive this emailed Alert. You are able to select all options that apply.

Please note: Recipients of alerts must be registered users with access to the specific company that you are setting up the Alert in. Additionally, if a recipient has access to only specific employees, they will receive Alerts only for those employees.

What the Email Alert looks like

Email Alert visual.png

Remind Me Alert Types

Alert Name	Alert Description	Alert Example
EMPLOYEE CELEBRATIONS
Employee Anniversary	This reminder will track the employment anniversaries of your employees and can be set up to notify you when the employment anniversaries are approaching or when the employment anniversaries have already passed.	A reminder sent 3 days before each employee anniversary.
Employee Birthday	This reminder will track the birthdays of your employees and can be set up to notify you when the birthdays are approaching or when the birthdays have already passed.	A weekly reminder at 8am every Monday outlining the employee birthdays that will be occurring during the following week.
EMPLOYEE HR DATES
Employee Company Assets Expirations	This reminder will track the expiration dates of the company assets that you have assigned to your employees and can be set up to notify you when the expiration dates are approaching or when the expiration dates have already passed.	A monthly reminder outlining any company assets set to expire during the following month.
Employee Company Assets Issued	This reminder will track the issued dates of the company assets that you have assigned to your employees and can be set up to notify you when the issued dates are approaching or when the issued dates have already passed.	A monthly reminder outlining all the company assets that were issued during the previous month and when their issued date was.
Employee Driver’s License Expiration	This reminder will track the expiration dates of the driver’s licenses that you have on file with your employees and can be set up to notify you when the expiration dates are approaching or when the expiration dates have already passed.	A weekly reminder at 8am every Monday outlining the driver’s licenses that will be expiring during the following week.
Employee Driver’s License Issued	This reminder will track the issued dates of the driver’s licenses that you have on file with your employees and can be set up to notify you when the issued dates are approaching or when the issued dates have already passed.	A weekly reminder at 8am every Monday outlining the driver’s licenses that were issued during the previous week and when their issued date was.
Employee Event Dates	This reminder will track the event dates that your employees have scheduled and can be set up to notify you when the event dates are approaching or when the event dates have already passed.	A reminder sent 5 days before each scheduled event date.
Employee Event Follow-Up Dates	This reminder will track the follow-up dates that are associated with the event dates that you have scheduled for your employees and can be set up to notify you when the follow-up dates are approaching or when the follow-up dates have already passed.	A reminder sent 5 days before each scheduled event follow-up date.
Employee Hire Date	This reminder will track the hire dates of your employees and can be set up to notify you when the hire dates are approaching or when the hire dates have already passed.	A reminder sent 90 days after the employee's hire date.
Employee I9 Reverification	This reminder will track the I9 reverification date of your employees and can be set up to notify you when the I9 reverification dates are approaching or when the I9 reverification dates have already passed.	A monthly reminder outlining all I9 reverification dates that are scheduled during the following month.
Employee License/Certificate Expiration	This reminder will track the expiration dates of licenses and certifications that you have on file with your employees and can be set up to notify you when the expiration dates are approaching or when the expiration dates have already passed.	A weekly reminder at 8am every Monday outlining the licenses and certifications that will be expiring during the following week.
Employee License/Certificate Issued	This reminder will track the issued dates of licenses and certifications that you have on file with your employees and can be set up to notify you when the issued dates are approaching or when the issued dates have already passed.	A weekly reminder at 8am every Monday outlining the licenses and certifications that were issued during the previous week and when their issued date was.
Employee Medical Records Completed	This reminder will track the dates of your employees’ completed medical records and can be set up to notify you when the medical record completion dates are approaching or when the medical record completion dates have already passed.	A monthly reminder outlining all the completed dates of your employees’ medical records during the previous month.
Employee Medical Records Expiration	This reminder will track the expiration dates of your employees’ medical records and can be set up to notify you when the expiration dates are approaching or when the expiration dates have already passed.	A weekly reminder at 8am every Monday outlining any medical records set to expire during the following week.
Employee Termination Date	This reminder will track the termination dates of your employees and can be set up to notify you when the termination dates are approaching or when the termination dates have already passed.	A quarterly reminder outlining all the termination dates that occurred during the previous quarter.
Employee Training Completed	This reminder will track the completion dates of the trainings that your employees have taken and can be set up to notify you when the completion dates are approaching or when the completion dates have already passed.	A monthly reminder outlining any training completion dates that occurred during the previous month.
Employee Training Expiration	This reminder will track the expirations dates of trainings that your employees have taken and can be set up to notify you when the expiration dates are approaching or when the expiration dates have already passed.	A weekly reminder at 8am every Monday outlining any trainings set to expire during the following week.
Employee Upcoming Review Date	This reminder will track the upcoming review dates that are set for your employees and can be set up to notify you when the review dates are approaching or when the review dates have already passed.	A reminder sent 10 days before each scheduled review date.
Employee Vehicle Inspection Expiration	This reminder will track the expiration dates of your company vehicle inspection and can be set up to notify you when the expiration dates are approaching or when the expiration dates have already passed.	A quarterly reminder outlining any vehicle inspections set to expire during the following quarter.
Employee Vehicle Registration Expiration	This reminder will track the expiration dates of your company vehicle registration and can be set up to notify you when the expiration dates are approaching or when the expiration dates have already passed.	A quarterly reminder outlining any vehicle registrations set to expire during the following quarter.
Employee Visa Expiration	This reminder will track the expiration dates of your employees’ visas and can be set up to notify you when the expiration dates are approaching or when the expiration dates have already passed.	A monthly reminder outlining any visas set to expire during the following month.
EMPLOYEE PAYROLL DATES
Employee Rate End Date	This reminder will track the end dates of your employees’ old rates and can be set up to notify you when the rate end dates are approaching or when the rate end dates have already passed.	A reminder sent 14 days before each rate end date.
Employee Rate Start Date	This reminder will track the start dates of your employees’ new rates and can be set up to notify you when the rate start dates are approaching or when the rate start dates have already passed.	A reminder sent 14 days before each rate start date.
PAYROLL PROCESSING DATES
Unprocessed Payroll	This reminder will track when you have any unprocessed payrolls that are past your payroll scheduled date	A reminder sent 1 day after your payroll scheduled date.

Alert Me Alert Types

Alert Name	Alert Description	Alert Example
CALENDAR STATUS
Payroll Process	This alert will track and notify you every time payroll is processed.	This alert is instantaneous upon entry.
EMPLOYEE SCHEDULES
Employee Absence	This alert will track and notify you when there are scheduled employees who are not clocked in.	An alert sent to a manager after 30 minutes of their employee not clocked in.
Schedule Discrepancies	This alert will track the timecards of your scheduled employees and can be set up to notify you when they have worked more and/or less than what they were scheduled for.	An alert sent to a manager when a scheduled employee has worked 30 minutes or more over their scheduled shift.
EMPLOYEE STATUS
New Hire	This alert will track and notify you when new hires have been entered into the system.	This alert is instantaneous upon entry.
Pay Rate Change	This alert will track and notify you when an employee’s rate or salary has been added or changed.	This alert is instantaneous upon entry.
EMPLOYEE TIMECARDS
Unapproved Timecards	This alert will track and notify you of any unapproved timecards after the pay period end date.	An alert sent to managers for any unapproved timecards 2 days after the pay period end date.
Unpaired Punch	This alert will track any unpaired punches within the last 30 days and can be set up to notify you every day or every week.	An alert scheduled every day at 12pm set up to notify both employees and their managers of any unpaired punches in the last 30 days.
MISSING DATA
Missing Employee Records	This alert can be set up to track and notify you of any missing or expired medical records, licenses/certifications and/or driver’s licenses that are on file with your employees.	A weekly alert at 8am every Monday outlining missing and expired licenses and certifications.