HOW DO I SET UP NOTIFICATIONS TO THE NEW HIRE TO COMPLETE THEIR FORMS IN A TIMELY MANNER?

Due Date Enforcement for Forms

To enable Due Date Enforcement on a form, follow these steps:

Step 1: Access the Administrator Dashboard

  • Begin by accessing the Administrator dashboard, which serves as the central control panel for managing various aspects of the system.

Step 2: Navigate to the Form Manager

  • Locate the Forms menu at the top of the page and click on it. In the dropdown list, select Form Manager.

  • Each form will have an option to enable Due Date Enforcement individually.

Admin Tip: While all forms can have their own Due Date Enforcement option, the I-9 (or Canada TD1) are the most time sensitive. Prioritize the enforcement for this form since is it normal for an employee/user to submit all forms after the first form has been submitted. Having enforcement on every form can prove tedious in the long run.

Step 3: Initiate Due Date Enforcement

  • Inside the Form Manager, you'll find an column titled Due Date Enforcement. This is where you can configure notifications for document completion.

  • Locate the form to set up notifications. Click on the pencil icon under the Due Date Enforcement column next to the words ‘Not Set’. This will open up the settings for the selected form.

Step 4: Enable Due Date Enforcement

  • On the pop up window for Form Name - Due Dates, you'll see an option to Enforce Due Dates. Enable this option by changing the dropdown to ‘Yes’.

  • Decide on the time frame you want to give new employee to complete the form after they have activated their account. For example, you can set the turnaround requirement (Also referred to as after they access their account for the first time to 7 days by changing the number to 7 and the dropdown to Days.

Step 5: Configure Notification Schedule

  • Determine how many days prior to the Due Date you want notifications to be sent out. Enter that number under Notify Employee Before Due Date.

  • If you want notifications to repeat daily until completion or until the form becomes late, enable the "Repeat Notifications" option.

Step 6: Specify Recipients for Overdue Notifications

  • Under Overdue Notification List, you can list who receives the notifications If the employee/user exceeds their Due Date. This could be HR staff, division contacts, or HR admins.

  • This field can accept multiple email addresses separated by commas.

  • In addition, you can include any or all of the following options:

    • Staff—This will send the notification to any HR Staff in the employee/user’s division.

    • DivisionContact—This will send the notification to whomever is setup as the Division Contact.

    • HRAdmin—This will send the notification to all HR Administrators.

Step 7: Save the Configuration

  • Once you've configured the due date, notification schedule, and recipients, save the changes by clicking the "Submit" button.

Step 8: Apply the Same Configuration (Optional)

  • If you plan to setup the Due Date Enforcement this same way for multiple forms, you can set this configuration as your default. Under the Form - Due Dates panel in the blue ribbon that says, ‘If you would like to use these values as your default requirements for all forms that are ‘Not Set’ or have not yet been built,’ click the “Click Here” button.

  • Once the defaults have been set, on other Due Date Enforcement setups, just click the “Revert to Default” button.

    • If defaults are not set, this button will disable the Due Date Enforcement.

Step 9: Adapt for Different Scenarios (Optional)

  • If you have forms with different time frames or notification schedules, revisit the Form Manager Due Date Enforcement and adjust them accordingly.

  • Ensure that the time frames and notifications make sense for each set of documents.