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HRMS Core · Administration

Notification rules for HR events

ZeniaHR raises events all day: someone is late, a punch-out is missing, leave is applied or approved, overtime waits for a decision, probation is ending, a notice needs acknowledgement. Notification rules decide who hears about each event and how. Each rule joins one event, one channel, one recipient and a message template. The in-app bell works from the start. Email, WhatsApp and push copies go out only after live sending is switched on and that channel is set up for your company.

Who uses it

HR teamSeeds the default rules, adds rules by event, channel and recipient, switches rules on or off, writes message templates and decides when live sending goes on.
ManagersGet bells for late arrivals, missing punch-outs and absences in their team, requests waiting for them and a morning summary of who is in.
EmployeesGet bells for their own late marks, missing punch-outs, leave decisions, praise and posts that need acknowledgement, with email or WhatsApp copies if the company turns them on.
Company headGets HR-level bells such as resignations and probation reminders, and can manage the rules and the live sending switch along with HR.

How a notification rule works

A rule says: when this event happens, send this message on this channel to this person. Events include late arrival, punch-out missing, absent today, the manager morning summary, leave applied, approved leave cancelled, request approved or rejected, overtime to approve or decided, probation ending, employee status changed, new wall post, acknowledgement needed, praise received and celebration today. Seeding the defaults adds bell rules that are switched on and email and WhatsApp rules that start off, each with a plain-word template.

Live sending and delivery

A company-wide switch controls live sending. While it is off, ZeniaHR plans the email, WhatsApp and push copies but sends nothing, which lets HR check rules and templates safely. Once it is on, each copy goes through its channel. A copy that fails is retried, up to five attempts in all, and an event more than three days old is skipped rather than sent late. Features that ring the bell themselves, such as probation reminders, praise, wall announcements and overtime, show that bell as always on.

What each channel needs

The in-app bell needs nothing extra and works on the web and in the employee app from the first day. The other three channels each depend on something outside the rule itself, so check these before promising employees an email or a WhatsApp message.

Notifications features

Notification rulesBuild notification rules that pair an HR event with a channel, a recipient and a message template, starting from seeded defaults you switch on or off.Attendance alertsAutomatic alerts for late arrival, missing punch-out and absence go to the employee and the manager, plus a 9:30 am team summary for every manager.Leave and approval notificationsNotify the right person when leave is applied, decided or cancelled, when overtime waits for approval and when probation ends, by bell or other channels.Email, WhatsApp and push deliverySend HR notifications as in-app bells, email, WhatsApp or mobile push. Outside copies go only after live sending is on and each channel is set up.

See notifications on your own data

A 30-minute demo on a video call. We set it up for your departments and rules and show it running. Free for your first 50 employees.

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Frequently asked questions

Can ZeniaHR send HR notifications on WhatsApp?

A notification rule can use WhatsApp as its channel, and ready WhatsApp templates exist for events such as late arrival, punch-out missing and leave cancelled. They start switched off. Messages go out only when the rule is on, live sending is on, WhatsApp is switched on for your company and the employee has a mobile number.

What is the difference between a bell and other notifications?

The bell is the in-app notification inside ZeniaHR on the web and in the employee app, and it works from day one. Email, WhatsApp and push are copies sent outside the app, and they depend on live sending and on each channel being set up for your company.

Can I change the text of notifications?

Yes. Each rule has a title and message template, written when the rule is added, and templates can use values from the event such as {{employeeName}} or {{dateText}}. To reword a seeded rule, add a new rule for the same event, channel and recipient with your wording, then switch the seeded rule off.

Why did nobody receive an email notification?

Check four things: live sending is switched on, the email rule for that event is turned on, mail sending is set up for your account, and the person has an email address on record. Seeded email rules start off, so a fresh setup sends only bells until HR switches them on.

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