Set Up Notifications – Digital Personnel File

🧭 Where can I find the notification settings?

Go to: Settings → Digital Personnel File → Fields. Click on the field for which you want to create a reminder (e.g., “End of probation period,” “Safety training expiration,” etc.). On the right-hand side, a window will open where you can click “Add" notification policies to create a new reminder. The notifications are always sent at the time when the notification was set up in absence.io.

👤 Option 1: Notify others

This option is ideal if, for example, a team lead, HR department, or another responsible party should be informed in advance about an upcoming event.

How it works:

Select one or more people under “Notify other people”.

Add a message, such as:

“Contract ends in 30 days – please review” or “New employee starts in 2 weeks”

Set the “When” field to define when the notification should be sent
(e.g. 30 days before the value of the field).

Example:

You want HR to be notified 30 days before the end of a fixed-term contract:

• Field: “Contract End”

• Person: Select HR Lead

• Message: “Please review: Contract ending soon”

• Timing: “30 days before the value of the field”

Another example:

You want to be reminded one week in advance when a colleague has a birthday or a work anniversary coming up?

• Field: “Date of Birth”

• Person: Select HR Manager

• Message: “A birthday is coming up!” or “An anniversary is coming up!”

• Timing: “1 week before the field value (recurring annually)” (If you want to be notified on the actual birthday, you should set "0 weeks annually before the value of the field")

  ADDITIONAL INFORMATION: The time you create the notification is also the time the email is sent. If you set this at 3 PM, the reminder email will be sent at 3 PM on the birthday. If you want to be notified at the start of the workday, then set it for the corresponding time.

👥 Option 2: Notify the employee directly

In addition to notifying selected people, you can also choose to automatically notify the affected employee themselves — for example, to remind them about a training session or the end of their probation period.

How it works:

Activate the option “Notify personnel file user”

You can also optionally add a message here.

Define when the notification should be sent (e.g. “14 days before”).

Example:

An employee should receive a reminder 2 weeks before their probation ends:

• Field: “End of probation period”

• Option: “Notify personnel file user”

• Message: “Your probation period ends in 2 weeks – please follow up with HR”

• Timing: “14 days before the value of the field”

✅ Result

As soon as the entered date (e.g. contract end, training deadline, etc.) is reached — or the selected time period before it begins — an automatic email with all relevant information will be sent to the selected person (or the employee themselves).

Good to know:
The name of the affected user is inserted automatically.
You can create multiple notifications per field.
Everything can be edited or deleted at any time.

Have fun using our solution!
Your absence.io Team