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What Are Smart Alerts?

 

The smart alert engine continuously monitors activity on Flare and alerts the right person at the appropriate time with the correct information. This empowers you to manage pro-actively and by exception. You can review your Smart Alert setup by navigating to Settings > Rules > Smart Alerts.

Note: The process diagram in this article may also be helpful for understanding the record status lifecycle: https://support.flarehr.com/hc/en-us/articles/115003998408-Employee-Statuses 

The information in this article may be useful for locating your records: https://support.flarehr.com/hc/en-us/articles/115004416948

Please also watch this video on Smart Alerts, if you'd like to learn more - 

 

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There are 9 Smart Alert groups in Flare. Use the below links to navigate between each Alert Group in the list of Smart Alerts.

List of Smart Alerts

Alert group: Employee Management

Alert Name   Purpose   Trigger

Employee added

The recipient will be notified when a new employee is added to the system.

This alert is triggered when the process of adding a new employee is finished and the employee is added to the system.

Employee bank account details updated

The recipient will be notified once the employee updated his/her bank account details and can react e.g. update other systems in case FlarePay is not used. 

This alert is triggered when an employee updates his/her bank account details and saves the changes.

Employee birthday approaching

The recipient will be notified about an upcoming birthday. 

This alert is triggered 14 days and 1 day before an employee's birthday.

Employee contract expiring

Notifies the recipient when a contractor or fixed-term workers contract is scheduled to expire This alert is triggered 30 days before the contract end date, on the contract end date and 5 days after the contract end date.

Employee declined offer

The recipient will be notified once the candidate declined the offer and e.g. may restart the recruiting process. 

This alert is triggered when an employee declines the offered contract. 

Employee emergency details updated

The recipient will be notified about changes to emergency contact details.

This alert is triggered when an employee's emergency detail or medical information is added or updated.

Employee employment details changed

The recipient will be notified about any changes to an employee's employment details. This alert is triggered when detail under Employee Details > Role > 'Employment' section is changed and saved.

Employee hired

The recipients will be notified once the candidate accepted the offer and will be starting the new job soon. 

This alert is triggered when the employee's status change from "Candidate" or "Recruit" to "New hire and proceed with onboarding". 

Employee job changed

 

The recipient will be notified about the job change to react to new tasks and reporting lines that come hand in hand with the change. 

 

This alert is triggered when the employee's job changed in the platform. 

 

Employee leave approaching

 

 

The recipient will be notified before the employee's leave is commencing e.g. to plan capacities and availabilities.

 

This alert is triggered 3 days before the employee's leave commences. 

 

Employee leave finishing

 

The recipient will be notified before the employee's leave is ending e.g. to plan capacities and availabilities.

 

This alert is triggered 2 days before the employee's leave is ending

 

Employee note added

The recipient will be notified when a note has been added to an employee's profile.

This alert is triggered when a note has been added to an employee's profile under Employee Details > Notes.

Employee note added - including note contents

The recipient will be notified when a note has been added to an employee's profile, including the note's contents. This alert is triggered when a note has been added to an employee's profile under Employee Details > Notes.

Employee onboarding complete

 

The recipient will be notified when the employee completed the onboarding process and his/her status changed to "active". 

 

This alert is triggered when an employee finished the onboarding or active onboarding process.

 

Employee payroll details changed

The recipient will be notified when an employee's payroll details have been updated.

This alert is triggered when detail under Employee Details > Role > 'Payroll' section is changed and saved.

Employee personal details changed

The recipient will be notified when an employee's personal details have been updated.

This alert is triggered when detail under Employee Details > Personal Details is updated or removed. It contains the updated field's name along with the old and new information.

Employee probation advance notice

The recipient will be notified to track an employee's probation period. This alert is triggered 1 month and halfway (usually 5 and 3 months) into an employee's probation period.

Employee probation finishing

The recipient will be notified before the employee's probation is ending. 

This alert is triggered 1 month and 7 days (one week) before the employee's probation is ending.

Employee promotion approaching

The recipient will be notified when an employee's promotion is approaching.

This alert is triggered 1 month and 7 days (one week) before an employee's job change, which was marked as a promotion, is coming up.

Employee remuneration and bonus details changed

The recipient will be notified when an employee's remuneration details have changed. This alert is triggered when salary details have been updated on an employee's record under Employee Details > Role > 'Remuneration and Bonus'.
Employee requested assistance

The recipient will be notified when the employee asks for assistance with the visa requirements during the onboarding process.

This alert is triggered when an employee requests assistance during the onboarding process with uploading work rights, passports and visas. The employee will be able to proceed with the onboarding process without uploading the required documents and the smart alert recipient will be notified. 

Employee status changed

The recipient will be notified when the employee's job details or salary details change.

This alert is triggered as soon as a job or salary change has been approved.

Employee super approved

The recipient will be notified when the chosen Super fund has been approved so he/she can make the required Super fund payment changes. 

This alert is triggered when an employee's Super choice is approved. 
Employee super details updated

The recipient will be notified when the details of the employee's Super fund have changed. 

This alert is triggered when the details of the employee's Super fund have changed. 

Employee super fund changed to default fund

The recipient will be notified when an employee has modified their super fund choice to the company default fund. 

This alert is triggered when the employees super fund changes to the default fund. 

Employee terminated

The recipient will be notified when the employee terminated.  

This alert is triggered when the employee's status changes to "terminated".

Employee terminating

The recipient will be notified when the employee's status changed to terminating. 

This alert is triggered when the employee's status of changes to "terminating" which is when you submit and approve a termination date.

Employee termination approaching

The recipient will be notified before an employee's termination date.

This alert is triggered 1 day before a 'Terminating' employee's last day.

Employee warned

The recipient will be notified when the employee received a disciplinary warning. 

This alert is triggered when the employee's status changes to "Disciplinary Action".

Employee work anniversary approaching

The recipient will be notified before an employee's work anniversary.

This alert is triggered 7 days (1 week) before an employee's work anniversary.

Leave request status update

The recipient will be notified when the leave request status changes e.g. when leave is approved.

This alert is triggered when the employee's leave request status changes. 

New employee started - A

The recipient will be notified with a specific message (A) when the new employee starts. 

This alert will be triggered when on the new employee's start date.

New employee started - B

The recipient will be notified with a specific message (B) when the new employee starts. 

This alert will be triggered when on the new employee's start date.

New employee started - C

The recipient will be notified with a specific message (C) when the new employee starts. 

This alert will be triggered when on the new employee's start date.

New employee started - D

The recipient will be notified with a specific message (D) when the new employee starts. 

This alert will be triggered when on the new employee's start date.

New employee starting

The recipient will be notified 4 days before a new employee is starting.

This alert is triggered 4 days ahead of the employee's start date. 

New starter monthly catch-up

The recipient will be notified about the duration of a new starter's employment.

This alert is triggered each month since a new employee started (for 5 months).

Quick one day paid leave

The recipient will be notified when the employee requests a day off work on the effective day. 

This alert is triggered when the employee is requesting a day of paid leave for this specific date. 

Quick one day sick leave

The recipient will be notified when the employee asks on that specific day for a sick leave day.

This alert is triggered when the employee is requesting a day of sick leave for this specific date. 

Timesheet submitted

The recipient will be notified when the employee submitted their timesheet.

This alert is triggered when the employee uploads a timesheet.

Timesheet waiting for approval reminder

The recipient will be notified that the employee submitted the timesheet and is waiting for approval. 

This alert is triggered 3 days prior to the pay date.

Work hours changed

The recipient will be notified when an employee's work hours have been adjusted.

This alert is triggered when the employee's work hour code changes have been submitted.

 

Alert group: Process Management

Alert Name   Purpose   Trigger

Process instance created

The recipient will be notified when a specific process has been created. This smart alert is currently only applicable for information requests. 

This alert is triggered when the employee creates a process (e.g. information request).

Process instance declined

The recipient will be notified when a specific process was declined. This smart alert is currently only applicable for information requests. 

This alert is triggered when the employee declines a process (e.g. information request).

Process step completed

The recipient will be notified when a specific process step was completed (e.g. super in the onboarding process). 

This alert is triggered when the employee completes a specific process step. 

Process step declined

The recipient will be notified when a specific process step was declined.

This alert is triggered when the employee declines documents in the 'Read Documents' process step. 

Process step skipped

The recipient will be notified when a specific process step was skipped (e.g. Licence step). 

This alert is triggered when the employee chooses to skip a specific process step. 

Process step started

The recipient will be notified when a specific process step was started (e.g. super in the onboarding process). 

This alert is triggered when the employee completed the previous process step. 

Process step target date approaching

The recipient will be notified when the target date for a specific process step is approaching.

This alert is triggered two days prior to a predefined Target date for a process step. 

Process step target date missing

The recipient will be notified when a specific process was missed. 

This alert is triggered when the employee missed the predefined process step target date.

 

Alert group: Licences and Qualifications

Alert Name   Purpose   Trigger

Licence added

The recipient will be notified when new licence details have been added to an employee's profile.

This alert is triggered when licence details are added to the employee's profile.

Licence expiring

The recipient will be notified before a specific licence is expiring. 

This alert is triggered 30 days before the licence's expiry date. 

Licence invalid

The recipient will be notified when a specific licence has expired. 

This alert is triggered on the day of the licence's expiry date. 

Licence updated

The recipient will be notified when a licence has been updated.

This alert is triggered when a user uploads or deletes licence documents or updates a licence record. 

Qualification added

The recipient will be notified when a new qualification has been added to an employee's profile

This alert is triggered when the qualification is added to the employee's profile. 

 

Alert group: Visas

Alert Name   Purpose   Trigger

Visa 90 day reminder

The recipient will be notified every 3 months - this can be used as a reminder to check the validity of an employee's visa (e.g. on VEVO).

This alert is triggered every 90 days from the employee's start date.

Visa added

The recipient will be notified when a visa has been added to an employee's record.

This alert is triggered each time a new visa is added.

Visa expiring 

The recipient will be notified when the employee's visa expiry is drawing closer. 

This alert is triggered 90, 60, 30 and 5 days prior to the visa's expiration date. 

Visa updated

The recipient will be notified when visa details are updated by an employee.

This alert is triggered when a user uploads or deletes visa documents or updates a visa record. 

 
Alert group: Custom

Alert Name   Purpose   Trigger

Employment contract signed

The recipient will be notified when a candidate signed the employment contract. 

This alert is triggered when the candidate signed the offered employment contract.

Exit Interview complete

The recipient will be notified that an employee has completed the exit interview.

The alert is triggered when the employee has completed the exit interview.

 

Alert group: Performance Management

Alert Name   Purpose   Trigger

Check-in completion date approaching

The recipient will be notified that the check-in completion date is approaching in 2 days.

This alert is triggered 2 days prior to the check-in completion date. 

Check-in start date approaching

The recipient will be notified that the check-in start date is approaching in 3 days.

This alert is triggered 3 days prior to the check-in start date.

Check-in start date reached

The recipient will be notified that the check-in is ready for him/her to complete. 

This alert is triggered on the date of the check-in start date.

Employee finalised check-in

The recipient will be notified that the employee finished the check-in - it can now no longer be amended.

This alert is triggered when an employee fully finalised the check-in.

Employee submitted check-in

The recipient will be notified that the employee submitted the check-in, meaning the employee is still able to edit the check-in before finalising it. 

This alert is triggered when the employee submits the check-in. 

Manager finalised check-in

The recipient will be notified that the manager has finalised their check-ins. 

This alert is triggered when the manager fully finalised their check-in.

Peer reviewer added

The recipient will be notified that a peer was added to review the employee subsequent to setting up the initial check-in. 

This alert is triggered when another peer reviewer is added after the initial setup of the performance review. 

 

Alert group: Approval

Alert Name   Purpose   Trigger

Approval approved

The recipient will be notified that a request was approved.

This alert is triggered when a request was approved. 

Approval declined

The recipient will be notified that a request was declined.

This alert is triggered when request was declined. 

Approval required

The recipient will be notified that their approval is required.

This alert is triggered when an action has occurred which requires an approval.

 

Alert group: Payroll

Alert Name   Purpose   Trigger

14 Days alert to provide Tax File Number

The recipient will be notified that the employee has not provided a TFN after 14 days of being hired. 

This alert is triggered 14 days after hiring the employee, should they have not added a TFN yet. 

21 Days alert to provide Tax File Number

The recipient will be notified that the employee has not provided a TFN after 21 days of being hired.

This alert is triggered 21 days after hiring the employee, should they have not added a TFN yet.

Car lease callback request

The recipient will be notified that the employee requested a car lease including the details of the desired car lease. 

This alert is triggered when the employee submits a car lease request through the benefits page (not during onboarding process). 

Insurance callback request

The recipient will be notified that the employee requested an insurance callback request.

This alert is triggered when the employee asks for the insurance callback through the insurance pop-up (during onboarding process and via the benefit selection). 

Insurance inside super

The recipient will be notified that the employee requests insurance as part of their superannuation. 

This alert is triggered when the employee selects insurance (during onboarding process and via the benefit selection).

Leave Request was cancelled

The recipient will be notified that the employee cancelled his/ her leave request.

This alert is triggered when the employee's posted leave request is cancelled before finalisation, i.e. before the leave date has passed. 

Leave Request was released

The recipient will be notified when a manager has rescinded an employee's leave request. 

This alert is triggered when a manager rescinds an employee's leave request before finalisation, i.e. before the leave date has passed.

Payroll Employee Calendar Mismatch

The recipient will be notified when a payroll import occurs where the pay period in an employee's file does not match the current pay period in Flare.

This alert is triggered when a payroll import occurs and the pay period within the import file does not match the pay period in Flare for that employee. Note that the import will override the original pay period. 

Leave Balances import completed 

The recipient will be notified when a leave balance import has finished. 

This alert is triggered when a Leave Balance import has been completed. 

Payroll Leave Balances import error

The recipient will be notified than an error has occurred in a leave balance import.

This alert is triggered when an error has occurred when importing a Leave Balance into Flare. 

Payroll Payslips Import completed

The recipient will be notified when a Payslip Import has been completed. 

This alert is triggered when a Payroll Payslip Import has been completed successfully. 

Payroll Payslips Import failed

The recipient will be notified than an error has occurred in a payroll payslips import causing it to fail.

This alert is triggered when an error has occurred when importing a Payslips into Flare. 

Payroll Synchronization Error

The recipient will be notified when a payroll import date period does not match to the period start and period end dates within Flare

This alert is triggered when the import has been completed and the mismatch is detected. 

Super fund selection

The recipient will be notified that the employee's chosen super fund changed.

This alert is triggered when the employee signs the super choice form and therefore  changes his/ her choice of super fund any point e.g. onboarding and benefits platform.

Superannuation consolidation request

The recipient will be notified that an employee requests to consolidate their super from several funds. 

This alert is triggered when the employee requests the consolidation of his/ her super triggered from benefits platform.

TFN Declaration failed

The recipient will be notified when an employee's tax file number declaration form has failed to be registered with the ATO. 

This alert is triggered when the TFN declaration details are not successfully registered with the ATO. 

Timesheet was released

The recipient will be notified that the employee updated the timesheets. 

This alert is triggered when a new/ updated timesheet is uploaded or released.

 

Alert group: Business Task

Alert Name   Purpose   Trigger

Business task failed

The recipient will be notified that a specific business task failed.

Business tasks can be triggered on schedule, an employee update, or the employee onboarding with the final step of submitting this process. This smart alert is triggered if this process failed.

Business task succeeded

The recipient will be notified that a specific business task succeeded. 

Business tasks can be triggered on schedule, an employee update, or the employee onboarding with the final step of submitting this process. This smart alert is triggered if this process succeeded.

 

 

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