Configure Reminders

System-delivered reminders are notifications generated at a scheduled time when associated criteria are met during the onboarding process. Onboarding system administrators can customize reminders to determine who receives the notification, when, and how often.

1. On the Notification Settings page, select Add and then select Scheduled Reminder to create and configure a new reminder.

   For reminders that have already been created, select the Title of the reminder to be configured.

   Note:

   The title for system-generated reminders is pre-populated and cannot be changed.

2. On the New Scheduled Reminder page, complete the Type of Notification step.
   1. Enter a title for the reminder.
   2. At the Description/Notes field, add any additional information that is necessary. This information is only visible to the sender and cannot be seen by recipients.
   3. Select the category that the reminder should be associated with.
   4. Select Save & Continue.
3. At the Processes step, associate the reminder with onboarding processes.
   1. Select the applicable boxes to determine which processes the reminder should be associated with. New hires launched with the selected processes receive the reminder.
   2. Select Save & Continue.
4. At the Qualifiers step, select applicable qualifiers from the drop-down list. You can qualify based on Component Company, Employee Type, Employment, and Work Location.

   Note:

   The Employment and Work Location qualifiers are considered umbrella categories. These umbrella categories are "OR" conditions, meaning you can qualify on one of the options, but not all. For example, if you select Work Location as a qualifier, a new window appears. From here, you select if the reminder will include a qualifier of Country, State, or City, but not more than one.

   

   1. Select the desired qualifier option and then select Next to see additional criteria if an umbrella category was selected.
   2. Select the applicable boxes for the desired criteria, then select Apply. All selected qualifiers will display as a summary.
5. Select the Actions menu to make any changes to the selected qualifiers.
   1. To edit the selected qualifiers, select Edit Selection and then make the necessary changes to the selected criteria.
   2. To delete a qualifier, select Remove.
   3. To change the qualifier option, select the applicable option listed under Replace Qualifier With.

      Note:

      Only those that are umbrella categories will have the Replace Qualifier With option in the Actions menu.

   4. Select Save & Continue.
6. At the Additional Conditions step, select the conditions that must be met for the reminder to be scheduled, and then select Save & Continue.

   Important:

   System-generated reminders show the Additional Conditions that must be met for the reminder to be scheduled and cannot be changed.

   

7. At the Schedule step, from the Which date should trigger this reminder drop-down list, select a trigger date to determine when the reminder will be sent.

   Important:

   The trigger date is pre-populated for system-generated reminders and cannot be changed.

   1. At the When should the reminder be sent section, enter the number of days you would like the reminder to be sent Before, On, or After the trigger date. Up to 10 rows can be added.

      

   2. At the Set a stop date section, enter the number of days Before, On, or After the selected trigger date that you would like the reminder to no longer be sent.
   3. Select Save & Continue.
8. At the Email step, customize the email content.
   1. At the To field, add or change the email recipients or select an applicable merge tag.
   2. Select the Cc and Bcc fields to add any additional recipients, up to 25 for each field.
   3. At the From field, select Other email sender to have the reminder sent from a different email than the Default email sender.

      Note:

      If your organization went live with UKG Pro Onboarding after November 1, 2022, the sender Email Address field is not available.

   4. Add a subject at the Email Subject field. This field is pre-populated for system-generated reminders but can be edited.
   5. Add information in the Email Content section. This information is pre-populated for system-generated reminders but can be updated. This field also includes the option to include rich text formatting.
   6. Select Save & Continue.

      Note:

      To personalize a notification with images and hyperlinks, review the Create a Custom Notification help topic.

9. Review the Publish step for a summary of all selected options.
   1. Select Publish to publish the reminder with an Active status.
   2. Select Keep as Draft to save a copy of the reminder to continue editing and publish later.

      Note:

      Any changes made to a scheduled reminder will take effect the following business day.

      Important:

      System-delivered reminders are set to an Inactive status by default. Once published, you will still need to change the status to Active using the Actions menu to have reminders start being sent.