Triggers can be set up as pre-defined rules in the system where notifications to line managers will be sent once these rules are activated.
Should managers fail to action a trigger, they will continue to receive notifications daily until this trigger is completed within the system.
For example, you could create a trigger which generates an alert when an employee had more than 4 instances of unauthorised absence in a 12-month period or when an employee has more than 5 days of sickness in a 3-month period and so on.
Important Note: Triggers will not be actioned immediately in the system; they are actioned at 00:00 daily. For example, if a trigger is activated at 14:00, the notifications will be sent out to the manager and the data present in the system by the following morning.
The Triggers page can be found via:
Administration> HR> Data management> Triggers
Click the Add button to add a trigger.
The options for creating triggers are as follows:
|Name||An informative name which describes the trigger|
|Type||Currently, triggers can be created for Absence, Bradford factor and Lateness.|
|Metrics -Lower Value and Upper Value||You can enter a range of values which will cause the trigger to fire. Enter a lower value and an upper value to create a range. For example, if you want the trigger to fire for employees who have had between 7 and 10 days absence, enter 7 as the lower value and 10 as the upper value. If no "lower value" is set we will assume zero, if no "upper value" is set we will assume an infinite value.|
|Metrics - field 2 (Absence triggers only)||Choose from days or instances|
|Metrics - field 3
(Absence triggers only)
|Choose either Any time off, Any authorised time off, Any unauthorised time off or choose a specific time off type from the list|
|Period - field 1||Number – for example '12'|
|Period - field 2||Choose from days, weeks, months or years|
|Active||You can choose whether to set the trigger active now or delay it until you are sure the data it will capture is what you want – see below for information on testing which|
HR-level users can set triggers for Bradford factor scores, alerting managers when an employee reaches a certain Bradford Factor value within a specific time period. However, it is important to understand that a single instance of absence could set off a number of triggers if there are triggers set to fire at varying Bradford factor scores. Triggers can also be set for lateness and absence, working in the same manner.
Once you have built your triggers, it may be useful to be able to see which employees time off would cause the trigger to activate as soon as it is set active and runs for the first time.
Next to each trigger in the action column there are options from left to right: active, test, edit and delete as shown below:
If you click on test, the system will then display a simple output of which employees would cause the trigger to activate should it be run at that time.
In this example, the trigger would activate for this employee and an email will be sent to their manager – the output also displays the dates which activated the trigger.
Note on dates
When an absence trigger runs it only considers the end date for any approved time off request – if the time off request is not approved or is pending then it will not activate.
If an end date is shown as 00/00/0000 (or any variant thereof depending on your localisation settings) this means that the time off instance is open i.e. it does not yet have an end date hence the employee is still off.
In the above example, had one of the dates been open time off then the trigger would not have activated, as you would not be able to do anything whilst the employee is off work – as soon as the employee returns and an end date is entered then it would activate the trigger as you would then be in a position to action.
Once a trigger is set active, any activation will be stored in the system and can be viewed by HR.
On the main trigger screen, there is a button marked Trigger data at the bottom - this will list all current activation's which have not yet been actioned.
Additionally, in this section you can delete any active trigger data should this be necessary.
Actioned triggers cannot be viewed from this screen but can be viewed in Reporting along with the person who performed the action, the date and their comments.
Actioning a trigger
Once a manager receives an email, they will be given a link to action the trigger – additionally, this can be accessed in the employee file under Triggers.
The only option a manager has is to Action the trigger – they cannot delete the trigger.
Actioning a trigger simply involves filling in a text box which details what you did – it could be that you simply talked to the employee or possibly you took a more formal action. Either way, once you have entered something into the "Action" text box and clicked Submit, it is considered actioned and will no longer be sent in the daily email digest.
Once a trigger is actioned, the manager can then view the trigger and the details but cannot modify the details in any way.
There are two reports specifically for triggers in the Time off section of Report Library:
|Active triggers||This is a list of all active triggers which have not yet been actioned.|
|Actioned triggers||This is a list of all actioned triggers including who completed the action, the date and their comments.|