It's late autumn, and one employee still has almost all of their annual leave days left. Another has built up so much comp time that it will be hard to take it before the turn of the year. Balances like these are often only discovered when time is already running short, and by then there are few good options left for either the employee or the manager.
With the new reminder type Balance monitoring, you get help spotting deviating balances in time. You decide which limits apply, and Flex HRM keeps track for you.
Monitor any balance with your own threshold values
You'll find Balance monitoring among the other reminder types in Reminders. When you create a balance monitoring reminder, you choose:
- which balance to monitor, for example annual leave, comp time, flex time or any other balance type in your system
- whether the reminder should be sent when the balance goes above or below the threshold value
- the threshold value, which you enter as a fixed value, for example above 40 or below -15.
This lets you catch both balances that grow too large and balances at risk of going into deficit.
Several levels for the same balance
You can create several balance monitoring reminders for the same balance type. This lets you work with different levels. For example, you can have a first reminder sent when comp time exceeds 40 hours, as an early signal, and a second when it exceeds 60 hours, when it's time to act.
Choose who receives the reminder – and how
You decide who should be notified when a balance falls outside the limit: the employee, the manager, the administrator, or several of them. You also choose whether the reminder is sent as an email or as a notification in the mobile app.
In the reminder, the recipient sees which balance it concerns and the current value of the balance. The reminder also shows the text you write yourself when you configure it. There you can, for example, explain what the recipient should do, such as plan time off or contact their manager.
You choose how often the balance is checked
When you schedule the reminder, you choose how often the balance should be checked: every day, every week, every month or every year. The check runs overnight and is based on the balance at the end of the previous day. The reminders are then sent out between 09:00 and 10:00, so that they reach recipients during the day.
No unnecessary repeat reminders
For balance monitoring reminders that run every day, no new reminder is sent if the balance is exactly the same as at the previous check. Recipients therefore won't receive the same message day after day – they only get a new reminder once the balance has changed and is still outside the limit.
Changes apply going forward
If you edit or deactivate a balance monitoring reminder, only future checks are affected. Reminders that have already been sent are not affected.
From reacting to planning
With Balance monitoring, you no longer need to pull reports and look for deviations on your own. Employees and managers get visibility into their own balances in good time, and can plan time off and working time before things get urgent. This creates better conditions for everyone, and less risk of surprises at year-end or in payroll.
Balance monitoring is available in Reminders today. Think about which balances tend to cause problems in your organisation – and set up your first balance monitoring reminder!
