Natural HR provides a Trigger facility which can be set up to notify managers when certain conditions are met.
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.
If managers fail to action a trigger, they will continue to receive daily notifications until this trigger is completed within the system.
Important Note: Triggers are actioned at 00:00 daily. 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 by going to:
Administration> HR> Data management> Triggers
Click the 'Add' button to add a new trigger.
|Name||A name which describes the trigger|
|Type||Choose from Absence, Bradford factor or Lateness.|
|Metrics -Lower Value and Upper Value||You can enter a range of values which will cause the trigger to activate. 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 from Any, Authorised or Unauthorised time off types 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 Active to set the trigger active now or Inactive to delay it until you are sure the data it will capture is what you want – see below for information on testing which|
In this example for absence, we have chosen 'Absence' from the 'Type' dropdown, and in the 'Metrics' fields we are looking for any absences between 14 and 999 days due to a specific time off type, in this case Self isolating with symptoms. In the 'Period' fields we have chosen 12 months.
In this Bradford Factor example we are triggering any Bradford Factor score greater than 50 in a 12 month period
In this Late employee alert trigger, we are going to see a trigger for any late instances more than 2 in 12 months
More than one trigger can be activated where an absence influences the trigger for a Bradford factor for instance.
Testing the triggers
Once you have built your triggers, you can test them to see what kind of information you can receive before it is run for the first time.
Next to each trigger in the action column, there are options from left to right:
|Set inactive/Set active|
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 activations 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.