Configuring email notifications
The beqom platform enables you to configure with a very fine granularity email notifications that are sent to users by the system.
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Once email notifications are set up at system scale in Workbench, users still retain the possibility to opt out of receiving notifications in their user settings.
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Email notifications are available under Workbench > Platform Setup > Notifications > Email Notifications. Access to Workbench depends on your role within the platform.
Enabling email notifications company-wide
Before you can perform any type of configuration, you must make sure that email notifications are enabled at system scale, for your whole company. To enable email notifications company-wide, proceed as follows:
Check the Enable email notifications for the company box.
Click Save in the upper-right corner of the application window. Email notifications are now enabled and you can proceed to the fine-tuning of the notifications.
Ten sections containing various notification settings are now displayed on the page. Click Expand or Collapse on the far right of the box corresponding to each section to open and close the section.
Understanding feedback-related email notifications
The beqom platform offers a wide range of notification settings for feedback created in the context of continuous performance management. The following table details the various feedback notification settings and their specific action.
Notification setting |
Description |
|---|---|
Let's meet request |
When this setting is selected, a notification will be sent to workers when someone requests to follow-up on a feedback. |
Feedback favorited |
When this setting is selected, a notification will be sent to workerswhen someone has favorited feedback. |
Thanks received for a feedback |
When this setting is selected, a notification will be sent to workers when someone thanks them for feedback they have given. |
Shared feedback |
When this setting is selected, a notification will be sent to the user when someone has shared feedback with them. |
New feedback |
When this setting is selected, a notification will be sent to workers when they receive new feedback. |
Pending response to a feedback request |
When this setting is selected, a notification will be sent to workers when they have pending requests from others. |
New feedback request |
When this setting is selected, a notification will be sent to workers when someone has requested feedback. |
Rate feedback from manager |
When this setting is selected, a notification will be sent to workers to remind them to rate feedback from their manager. |
Public feedback |
When this setting is selected, a notification will be sent to workers when someone has received public feedback. |
| Comment to given public feedback | When this setting is selected, a notification will be sent to workers when another user comments on public feedback they have given. |
| Comment to received public feedback | When this setting is selected, a notification will be sent to workerswhen another user comments on public feedback they have received. |
Endorsement of received public feedback |
When this setting is selected, a notification will be sent to the user when another user endorses public feedback they have received. |
Endorsement of given public feedback |
When this setting is selected, a notification will be sent to the user when another user endorses public feedback they have given. |
New reply to feedback request |
When this setting is selected, a notification will be sent to workers when they receive a new reply to a feedback request. |
Pending response to a feedback request from a specific user |
When this setting is selected, a notification will be sent to workers as a reminder that they have not yet responded to a feedback request. |
| Let's meet invitation to discuss a feedback request | When this setting is selected, a notification will be sent to workers when someone has asked to meet to discuss a feedback request. |
| Reminder to start upward feedback | When this setting is selected, a notification will be sent to the user to remind them to respond to upward feedback about their manager. |
| Request about my team | When this setting is selected, a notification will be sent to the user when a manager has requested feedback about one of their direct reports. |
Understanding review-related email notifications
The beqom platform offers a wide range of notification settings for reviews performed in the context of continuous performance management. The following table details the various review notification settings and their specific action.
Notification setting |
Description |
|---|---|
Self-review submitted by a report |
When this setting is selected, a notification will be sent to managers when one of their direct reports submits the completed review form in the system. |
Manager review published |
When this setting is selected, a notification will be sent to workers when their manager publishes the review form in the system. |
Review reassigned |
When this setting is selected, a notification will be sent to the user to whom a review is reassigned. |
Invitation to participate in a review |
When this setting is selected, a notification will be sent to additional managers who are invited by the direct manager to participate in a worker's review. |
Invitation to participate in a review (with message) |
When this setting is selected, a notification will be sent to additional managers who are invited by the direct manager to participate in a worker's review. |
Self-review reopened |
When this setting is selected, a notification will be sent to workers when their self-review is reopened in the system. |
Additional review submitted |
When this setting is selected, a notification will be sent to the direct manager of a worker when any additional manager added to the review submits their review for the worker. |
Additional manager removed by the manager |
When this setting is selected, a notification will be sent to additional managers added to a review when the direct manager of the relevant worker removes them from the review. |
Let's discuss request on a review |
When this setting is selected, a notification will be sent to managers when one of their direct reports requests further discussion at review sign-off time. |
Worker formally challenges a review |
When this setting is selected, a notification will be sent to the line managers above direct managers when a worker formally challenges a review. |
Review moved from "Moderation" to "Conversation & publishing" |
When this setting is selected, a notification will be sent to managers when their reviews are moved from the "Moderation" stage to the "Conversation & publishing" stage. |
Manager republishes a review after the discussion process |
When this setting is selected, a notification will be sent to workers when their manager republishes their review after a discussion step between the relevant parties. |
LM+1 republishes a review after a challenge |
When this setting is selected, a notification will be sent to workers when the line manager of their manager republishes a review that was challenged. |
Worker accepts a review |
When this setting is selected, a notification will be sent to managers when their direct reports accept their reviews. For reviews that are accepted after they were challenged, the line manager of the manager will also be notified. |
Worker suggests additional reviewers |
When this setting is selected, a notification will be sent to managers when one of their direct reports suggests an additional manager to participate in a review. |
Review requires validation |
When this setting is selected, a notification will be sent to higher-level managers (LM+1) when a review requires their validation. |
Review validation completion for manager |
When this setting is selected, a notification will be sent to the manager when a review has been validated by the higher-level manager (LM+1). |
Review validation completion for worker |
When this setting is selected, a notification will be sent to the worker when a review has been validated by the higher-level manager (LM+1). |
Goal setting document closed |
When this setting is selected, a notification will be sent to workers when their manager submits the review step and the review is moved to "Closed" status. |
Understanding goal-related email notifications
The beqom platform offers a wide range of notification settings for goals created in the context of continuous performance management. The following table details the various goal notification settings and their specific action.
Notification setting |
Description |
|---|---|
New goal for approval |
When this setting is selected, a notification will be sent to managers when one of their direct reports creates a goal. |
New goal assignment |
When this setting is selected, a notification will be sent to workers when a new goal is assigned to them. |
Manager/HR updates a worker's goal |
When this setting is selected, a notification will be sent to workers when their manager or HR updates one of their goals. |
Worker updates a goal |
When this setting is selected, a notification will be sent to managers when a direct report updates one of their goals. |
Goal approved |
When this setting is selected, a notification will be sent to workers when their manager approves a goal. |
Goal rejected |
When this setting is selected, a notification will be sent to workers when their manager rejects a goal. |
Goal completed |
When this setting is selected, a notification will be sent to managers when one of their direct reports completes a goal. |
Goal completed and closed |
When this setting is selected, a notification will be sent to managers when one of their direct reports completes and closes a goal. |
Goal deleted by manager |
When this setting is selected, a notification will be sent to workers when their manager deletes one of their goals. |
Goal deleted |
When this setting is selected, a notification will be sent to workers and managers with whom the goal has been shared when a goal is deleted by a manager or worker. |
Goal deleted by worker |
When this setting is selected, a notification will be sent to managers when one of their direct reports deletes their own goal. |
Goal created by worker |
When this setting is selected, a notification will be sent to managers when one of their direct reports creates a goal that doesn't require approval. |
Goals approved |
When this setting is selected, a notification will be sent to workers when their manager approves several goals in bulk. |
A chat message was added to a goal |
When this setting is selected, a notification will be sent to workers or managers who add chat messages to a goal. |
Understanding check-in-related email notifications
The beqom platform offers a wide range of notification settings for check-ins created in the context of continuous performance management. The following table details the various check-in notification settings and their specific action.
Notification setting |
Description |
|---|---|
Check-in created |
When this setting is selected, a notification will be sent to workers when a check-in is created for them. |
Check-in updated |
When this setting is selected, a notification will be sent when either participant of a check-in updates the discussion points or dates of a check-in. |
Check-in comments updated |
When this setting is selected, a notification will be sent when either participant of a check-in adds comments. |
Check-in completed |
When this setting is selected, a notification will be sent when either participant of a check-in marks it as done. |
Check-in deleted |
When this setting is selected, a notification will be sent to either participant to a check-in when the other participant deletes the check-in. |
Performance check-in submitted by manager |
When this setting is selected, a notification will be sent to workers when their manager submits a performance check-in. |
Performance check-in accepted by worker |
When this setting is selected, a notification will be sent to managers when one of their direct reports accepts a performance check-in. |
Worker asks to meet up about a performance check-in |
When this setting is selected, a notification will be sent to managers when one of their direct reports does not accept a performance check-in and asks to speak further about the manager's view of their performance. |
Check-in assigned |
When this setting is selected, a notification will be sent to workers when a check-in is assigned to them. |
Recurring check-ins created |
When this setting is selected, a notification will be sent to workers when recurring check-ins are created for them. |
Check-in with previous manager updated |
When this setting is selected, a notification will be sent to managers when a performance check-in between a new direct report and their previous manager is updated. |
Understanding career development-related email notifications
The beqom platform offers notification settings for career development plans created in the context of continuous performance management. The following table details the notification settings and their specific action.
| Notification setting | Description |
|---|---|
Career development plan submitted |
When this setting is selected, a notification will be sent to the manager when the worker submits their career development plan. |
Career development plan submitted by manager |
When this setting is selected, a notification will be sent to the worker when their manager submits their career development plan. |
Career development plan published |
When this setting is selected, a notification will be sent to the worker when the career development plan is published. |
Career development plan reassigned |
When this setting is selected, a notification will be sent to the manager to whom a career development plan is reassigned. |
Understanding Data Foundation-related email notifications
The beqom platform offers a notification setting for the Data Foundation. The following table details the notification setting and its specific action.
| Notification setting | Description |
|---|---|
Data upload failure |
When this setting is selected, a notification will be sent in the event of a failure of a data upload into the Data Foundation. |
Understanding document-related email notifications
The beqom platform offers notification settings for documents distributed to workers. The following table details the notification settings and their specific action.
| Notification setting | Description |
|---|---|
A new document is available |
When this setting is selected, a notification will be sent when a new document is available for a worker. |
| Document ready for communication manager review | When this setting is selected, a notification is sent to communication managers assigned to a communication round as soon as a document reaches the Document Review step of the round's workflow, provided this step is enabled for the round. |
| Multiple documents ready for Communication Manager review | When this setting is selected, communication managers receive a single combined notification when several documents reach the Document Review step through the same workflow action, instead of one notification per document. The notification opens the communication round in the Communication manager view, filtered to the Document Review step. |
| Document ready for HRBP review | When this setting is selected, a notification is sent to the responsible HRBP when a document reaches the HRBP Review step of a communication round's workflow, provided the step is enabled for the round. |
| Multiple documents ready for HRBP review | When this setting is selected, the HRBP receives a single combined notification when several documents reach the HRBP Review step through the same workflow action, instead of one notification per document. The notification opens the communication round in the HRBP view, filtered to the HRBP Review step. |
Understanding pay information request-related email notifications
The beqom platform offers a separate set of notification settings dedicated to pay information requests. The following tables detail the related notification settings and their specific action.
| Notification setting | Description |
|---|---|
Instant notification |
When this setting is selected, a notification is sent to the HRBP as soon as a new pay information request is assigned to them, i.e., one submitted for a worker within their area of responsibility. |
In addition, the platform can notify designated recipients when bulk document generation or bulk closure actions fail to complete for one or more pay information requests.
| Notification setting | Description |
|---|---|
Automated action failures |
When this setting is selected, the selected recipients receive a summary email listing, separately, the number of document generation failures and the number of close & release failures recorded since the previous notification. Unlike the other notifications in this section, delivery for this setting is not limited to HRBPs. You choose who receives it when you configure the notification. |
Reminders
HRBPs can also receive aggregated reminder notifications summarizing pay information requests that require their attention. Such notifications are sent only when at least one request matches the configured criteria; when the queue is clear, the system does not generate any reminders. Unlike the notifications above, which are triggered by a single document or action, these reminders combine pending work into a single summary email. The following table details the reminder notification settings and their specific action.
| Notification setting | Description |
|---|---|
Incoming requests |
When this setting is selected, multiple new pay information requests requiring the HRBP’s attention are combined into a single summary email. |
| Request approaching deadline | When this setting is selected, pay information requests approaching their deadline are combined into a single summary email. |
| Request overdue | When this setting is selected, overdue pay information requests are combined into a single summary email. |
Understanding proxy-related email notifications
The beqom platform offers a notification setting for the proxy. The following table details the notification setting and its specific action.
| Notification setting | Description |
|---|---|
| User has been granted proxy access | When this setting is selected, a notification will be sent to workers when they have been first given proxy access to users. |
Understanding general notifications
The beqom platform offers a number of general notification settings targeted at system users. The following table details the general notification settings and their specific action.
| Notification setting | Description |
|---|---|
| Welcome | When this setting is selected, a notification will be sent to users when they are activated in the system. |
| Inactive period reminder | When this setting is selected, a notification will be sent to workers when they have not been active in the system for a defined period of time. |
Enabling an email notification setting
To enable and configure any of the notification settings listed above, proceed as follows:
Locate and expand the notification setting section in which you want to work.
Locate the setting that you want to enable in your system.
Select the checkbox corresponding to the setting.
Repeat the operation for as many email notification settings as you want to enable.
Click Save in the upper-right corner of the page. The settings are now enabled and the default email notification template provided by beqom will be used to send email notifications to platform users.
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The Cancel and Save buttons are displayed in a sticky header at the top of the page, so they remain visible while you scroll through long lists of notification settings. To discard all unsaved changes in a single action, click Cancel.
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You can customize the email notification template. For more information, refer to Customizing the email notification template below.
Customizing the email notification template
Every email notification setting that you can use in the beqom application comes with a default template that will be used for that specific type of notification if you choose not to customize it. However, you can modify each individual template to fit the needs of your company.
To customize the email notification template for a specific notification setting, proceed as follows:
Locate the notification setting whose template you want to configure.
Click the Edit button on the far-right side of the setting's row. The Email notification settings panel is opened on the right side of the application window.
If you are configuring the A new document is available notification from the Documents setting section, you can also check the Include communication manager(s) in CC option. When enabled, the system automatically adds the communication manager in CC to the notification email. The communication manager is dynamically determined based on the hierarchy configured within the communication round settings. If a secondary hierarchy is also configured, managers from both hierarchies will be added in CC.
If you are configuring the Automated action failures notification from the Pay information request setting section, first select the recipients who should receive the notification in the Recipients field, searching by name to add one or more active users regardless of their role in the platform. Then, select the Email frequency (Daily, Weekly, or Monthly), the corresponding Day of week (Monday to Sunday) or Day of month (First day, Last day, or Custom day), and the Delivery timeat which the notification should be sent. Delivery time varies by recipient time zone.
If you are configuring a Reminders notification (Incoming requests, Request approaching deadline, or Request overdue) from the Pay information request setting section, select the Email frequency (Daily, Weekly, or Monthly), the corresponding Day of week (Monday to Sunday) or Day of month (First day, Last day, or Custom day), and the Delivery time at which the reminder should be sent. As with the Automated action failures notification above, delivery time varies by recipient time zone.
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Perform the changes of your choice:
Subject: Enter the text you want to display as the subject line of the email when the users receive it in their mailbox.
Body: Enter the text you want to display as the body of the email when users receive it in their mailbox.
If you use multiple languages in the system, select a language in the Translations drop-down, and then repeat steps 4–5 to add values for that language.
Click Save in the lower-right corner of the panel.