Trigger Point Alerts

Modified on Thu, 17 Apr at 4:27 PM

The trigger point alerts section allows you to customise who is notified when a certain condition within the system occurs.

They can be configured easily to enable you to define and monitor certain conditions in the system and
who to notify when a condition has been met.

Setting up a Trigger Point will allow the system to notify select employee(s) of a certain event relating to an employee record, event, or date within the Employee Profile.

There are a number of standard trigger points that can be configured. Some examples have been provided in the table below:

Absence Days in Period	The number of days of unplanned absence in a period.
Absence During Probation Period	The employee has been reported on unplanned absence during their probation period.
Absence Episodes in Period	Three spells of unplanned absence in 3 months.
Absence has Remained Uncertified for a Number of Days	If an employee is off sick for more than 5 days but certification not received (or flagged in the system as received).
Absence Near a Request	An employee has been reported as absent within x days of a planned leave, e.g., on returning from holiday they are reported as sick.
Absence Near a Public Holiday	An employee is absent immediately prior to, or after, a public holiday.
Absence Notification of Subtype	Monitor the specific causes of absence e.g., stress.
Absence Notification if Bradford is Over (Event Only)	On day one of an absence, if the employees Bradford Factor exceeds a threshold, send an alert.
Absence Notification	Who else to notify when an employee is recorded as absent.
Absence or Leave Records During Notice Period	Details on whether there is any absence or leave records during their notice period.
Absence Overlaps Previous Booking	If an employee is sick on a ay where they have had a leave request declined previously, or on a ay where they have cancelled a leave request.
Absence Near Employees Birthday	An employee is reported on an unplanned absence before, or after, their birthday.
Absences on Repeated Annual Dates	An employee was reported on unplanned absence on the same date in consecutive years; this may indicate something in their personal life which is impacting their ability to attend work e.g., family event.
Absence on Specific Dates	Monitor absences on specific dates, e.g., major sporting events.
Announcement	Send an announcement email to all employees.
Bradford Factor	The Bradford Factor score has reached a defined level.
Car Insurance Due to Expire	Details whether the car insurance is going to expire, look at the Personal tab on a person's profile.
Concurrent Days	The employee has not taken x number of concurrent days leave.
Confidential Record is Due to Expire	Whether any information that has an expiry date on the Personal tab is going to expire.
Conflict Group Below Minimum Requirement	A conflict group specifying minimum staffing levels will fall below the threshold in the next x months.
Custom	A defined data field contains a particular value. *Note, this trigger point rule should only be setup by the Activ Absence Support Team.
Days Absent without Reporting In	You may have a rule that an employee should telephone into work every day that they are absent. This will check the to ensure this has been recorded in the system.
Elapsed Absence Days in Period	Details how many absence days there has been in a certain period.
Employee Birthday is	A list of employees whose birthdays fall in the next x days.
Employee Birthday was	As above, but date in the past.
Employee Carry Over is Over a Certain Amount	Checks to see whether the carryover is over a certain value.
Employee Has Taken all Their Carry Over	Check that by a defined date each employee has taken their carried over days.
Employee TOIL Balance	Gives a notification of how much balance an employee has of their TOIL.
Employment Anniversary was/is	A list of employees whose anniversary of employment start date is in the next x days or the previous x days.
Expected End Daye was a Number of Days Ago	An employee was expected to return from unplanned absence/sickness a number of days ago but the system still shows the employee absent.
Leave Days in Period	Details how many leave days someone has had over a period of time.
Leave Episodes in Period	Details how many times a person has been sick at least once, and any consecutive days after it. When the employee leaves and then comes back to work that is one spell/episode of absence - a unique absence record.
Leave Hours in Period	As above, but with hours instead.
Leave Percentage to Date	Has the employee taken a % of their leave my month x?
Leave Remaining	An employee has more than x days remaining.
MOT Due to Expire	Looks at the MOT Expiry Date under the Personal tab on an employee profile.
Not Returned when Expected	The employee has not returned to work when expected.
Not Returned	Flag when an employee has/has not returned to work.
Number of Days	A leave request of more than x days has been submitted.
Passport Due to Expire	Looks at the Passport Expiry Date under the Personal tab and sends notification.
Probation Ended/Ending	Looks to see whether the probation is close to ending or if it has already ended. Gets the value from the employee profile.
Remind Approver After Specified Number of Days	A leave request has not been approved after x days.
Road Tax Due to Expire	Looks at the road tax expiry date under the Personal tab of the employee profile.
RTW: Do any Trends Seem to be Appearing from their Absences? (Record Save Only)	This will give notification on whether the "Do any trends seem to be appearing from their absence?" is checked on the RTW form.
RTW: Has The 'Fit Note' Been Sent to the HR Department?	This will give a notification on whether the 'Has the 'fit note' been sent to the HR Department?" is checked on the RTW form.
Time Record Submission (Available only for Activ Timesheet's Customers)	This will notify you as to whether a timesheet has been submitted or not in Activ Timesheets.

To add a new Trigger Point, please follow the instructions below:

Go to Administration > Trigger Points:

And select Add Trigger:

The trigger point creation is split up into 3 tabs:

Details
Schedule
Notifications

Details

Under the Details tab of the Trigger Point, you'll find the options to set the name of your trigger point, the rule and its parameters.

Name	The name of the trigger point recognised throughout the system.
Rule	The condition on which to trigger the notification.
Apply to Department	The department to which the trigger point applies. *Note this only applies to the Absence Notification Trigger.
Enabled	Whether or not the trigger point is enabled. Test Only enables an option on the Notifications tab that will only have the people specified in the During testing send report to field to send to.
Example	Shows an example of the condition that will trigger the notifications.
Parameter (X)	Select the condition to apply to the parameter and what value it should have.
Apply to Team	The team to apply the trigger point to. *Note this only applies to the Absence Notification Trigger.
Apply to Employment Policies	This will apply the trigger point to a certain policy, which will then apply the trigger point to people who are in the Contacts section of that policy.