When registrations are awaiting approval, you can send reminders to the responsible manager or HR employee. This article explains how you configure and send authorisation reminders.
Requirements
- There must be registrations with the status Awaiting approval.
- Notifications must be configured in the portal.
Configuring reminders
Authorisation reminders are configured via the notification settings:
- Go to Management > Management > My portal > Notifications.
- Look up the notification for authorisation reminders.
- Activate the notification and click Save.
Note: The sending moment is fixed: the reminder is sent every 5 days as long as at least one registration is awaiting approval. You can only activate or deactivate the notification.
Reminder per participant to the manager
The reminder to the manager for outstanding approvals can be sent in two ways:
- Combined overview — the manager receives one reminder with a summary (
$summary_info$) of all registrations awaiting approval. - Per participant — the manager receives a separate reminder for each outstanding registration. This way the details of the participant and the training in the email refer to the correct registration.
When the reminder is sent per participant, you can use additional merge fields in the email text for the details of the participant (for example the name) and the training. Without this setting these fields refer to the manager themselves.
Note: Whether the reminder is sent as a combined overview or per participant is determined by a setting in your portal. Contact your portal administrator if you want to change this.
You adjust the email text via Management > Management > My portal > Email texts at the notification for the reminder to approve registrations for the manager.
Sending reminders manually
You can also send a reminder manually:
- Go to Planning > Planning > Training registration.
- Filter on the status Awaiting approval.
- Select the registration(s) for which you want to send a reminder.
- Choose the action Send reminder.
- Confirm sending.
Frequently asked questions
How often are automatic reminders sent?
Automatic reminders are sent every 5 days as long as at least one registration is awaiting the recipient's approval.
Who is the reminder sent to?
The reminder is sent to the person responsible for the approval (manager or HR employee).
Can I adjust the text of the reminder?
Yes, the text of authorisation reminders can be adjusted via the notification texts in the management section.