Edit notifications
Staffcloud offers a range of system messages that are automatically sent to employees or planners.
The settings for all types of notifications can be found under Configuration in the General settings in Notifications:
Notification: Which notification is being edited
Language: Which language of the notification is being edited. The selection of languages is made up of the system languages, these are regulated in the settings under Internationalization.
Subject: The subject of each message can be customized in the wording
Content: The content can be customized according to the company wording.
Please note that the placeholders should be left in the corresponding notifications.
These can look as follows (example from the employee welcome notification):
1. employee-related attributes. These can simply be replaced by employee first name and surname, for example. The surname is inserted using the plus in the text editing bar.
2. {{company_name}} Your company name as it is stored in the system. You can also replace this name.
3. {{login_link}} The automatically generated link to your instance
4. {{username}} The user name of the employee. The e-mail address is transferred for this purpose
5. {{password}} Automatically generated password for the employee
The following notifications are available in Staffcloud:
| Applicant/Candidate assigned | It is possible to invite or assign employees who are not yet active, i.e. those who are still in candidate status. They are then given restricted access only to the web application in order to log in / view their invitations/assignments. This is used by our customers e.g. for castings or training courses for candidates |
| Applicant /Candidate invited | |
| Application received (Applicant) | Staffcloud distinguishes between applicants (1st step) and candidates (2nd step) in the 2-step application process. If you only have one step recruitment activated, the “candidate” notifications are primarily relevant for you (see below). Notification to applicant as soon as they submit their application (via the recruiting form) |
| Applicant declined | Notification to applicant if the application has been rejected by the planner |
| Applicant: application incomplete | If someone fills out the recruiting form but does not complete it (e.g. because they do not have a copy of their ID at hand), this message is sent as a reminder. The link takes the applicant back to their recruiting form. Whether and how often such a reminder is sent can be configured in the settings |
| Assignment contract, Assignment contract sealed | Whenever the contracts module is activated, this notification informs the employee that there is a new contract |
| Assignment data changed | This notification is sent to all employees who are assigned to an assignment for which the time or date has changed |
| Reminder: upcoming assignments | Is sent to scheduled employees if the corresponding setting has been activated in the employee account. Employees can define themselves when this notification is sent. |
| Availability: Information about new request / request completion overdue | only relevant for clients that have the availability module enabled. This notification reminds employees to hand in their availability slots. |
| Application received (Candidate) | Received by the candidate as soon as they submit their application (via the recruiting form) |
| Candidate declined | Notification to candidate if the application has been rejected by the planner |
| Candidate: application incomplete | If someone fills out the recruiting form but does not complete it (e.g. because they do not have a copy of their ID at hand), this message is sent as a reminder. The link takes the candidate back to their recruiting form. Whether and how often such a reminder is sent can be configured in the settings |
| Invite candidate to 2nd step | Only relevant for 2-step application process. Sent when the applicant is asked to complete the 2nd part of the application |
| Employee submitted absence | Whenever an employee submits an absence for a date where he/she was already assigned this notification will e sent to the planner |
| Employee account activated | If an employee was deactivated and has been reactivated, this message is triggered. |
| Employee account disabled | Received by the employee if they have been deactivated by the planner. |
| Employee proposal update | If an employee has transmitted work data, you can query this (in work data), which triggers this notification to the employee concerned |
| Employee sent remarks | This notification is sent to the planner of an assignment for which the employee sends a comment (this is possible via the app when logging in, confirming and transmitting work data). |
| Employee changed assignment status | Notification to the planner when an employee either: ignores the invitation, applies or confirms an assignment |
| Employee proposal reminder | If employees are to transmit their work data after the assignment, they can be reminded to do so with this notification. The message is only sent to people who have not yet entered their data. The time at which the message is sent can be configured in the settings |
| Employee welcome | Received by every new employee. This message contains the user name, password and the link to the web application as well as the download links for the mobile app |
| Forgot password | Is triggered when an employee clicks on “Forgot password” |
| Password is about to expire | If passwords are set to expire in the settings, employees receive a reminder that they should set a new password |
| Planner changed assignment status | This message is triggered when: the planner withdraws an invitation, registers an employee directly, assigns an employee or assigns a rejected/ignored employee. |
| Planner has assigned employee | Is triggered when a job is assigned |
| Planner has declined employee | Sent out when a applied/assigned employee is rejected by the planner for a job |
| Planner has invited employee | Sent out when employees are invited to jobs |
| Planner welcome | Notification to a new planner that their account has been created |
| Reminder: reports to fill | Only relevant for clients using the Reporting module: This notification reminds employees that reports need to be completed. |
“Placeholders” (in the brackets {{}})
are automatically generated content:
- {{assignments_table}} shows the affected assignment in tabular form
- {{instance_url}} displays your instance name (xxxxxxxxxx.staff.cloud).
- {{company_name}} Your company name
- {{employee_password}} Password automatically generated by the system for the login
- {{recruiting_process_url}} the link to the recruitment form that has not yet been completed
- {{changes_table}} shows changed data in the relevant application
- {{customMessage}} If you change assignment data as a planner, you can also write a personal message in a popup in project management, which is then embedded here
- “{{employee_remarks}}” the employee's message in the comments
- {{employee_full_name}} First name and surname of the employee
- {{login_link}} Link to log in to your instance
- {{fullName}} Full name of the planner
- {{account_username}} stored user name of the planner
There are also other placeholders that refer to data fields in your instance. You can insert these with this icon:
Delivery channels
Inbox - The inbox describes the receipt of notifications in the app
Email - The email checkbox controls whether a notification is received by email or not
Both checkboxes can be selected.
If none of the checkboxes are selected, the notification is switched off completely.
Please always use “Save” button after making any changes!!!
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