Document & Reminder Alerts

Flowtly Editorial Team2 min

Flowtly sends automated alerts for expiring documents, unlogged working hours, and expiring employment contracts.

Document expiration alerts

Employees with Document Manager, Document Viewer, or Document Admin roles receive email alerts when documents are approaching their expiry date. Alerts are sent at three intervals:

  • 14 days before expiry
  • 7 days before expiry
  • 1 day before expiry

This gives responsible team members time to renew or replace documents before they expire.

Working hours logging reminder

If an employee has logged less than 90% of their required working hours for a given period, they receive a reminder email prompting them to complete their time entries. This helps ensure accurate time tracking and payroll.

The reminder is also delivered as a real-time in-app notification.

End of contract reminder

Employees with contracts approaching their end date receive an automated email reminder. This gives both the employee and the organisation time to discuss renewal or offboarding.

Property booking notifications

When a property booking is created, the related employee receives a confirmation email. If a booking is cancelled, they receive a cancellation notification.

Feedback notifications

  • Feedback request — when someone requests feedback from you, you receive an email with a link to provide your feedback
  • Visible feedback given — when feedback you gave is made visible, you receive an email confirmation

Agreement created

When a new calculable employment agreement is created for an employee, they receive an email notification.

Summary

Alert type Recipients Timing
Document expiring Document managers/viewers/admins 14, 7, 1 days before expiry
Hours not logged Employee When < 90% logged
Contract ending Employee Before contract end date
Booking confirmed Employee On creation
Booking cancelled Employee On cancellation
Feedback request Feedback recipient On request creation
Agreement created Employee On agreement creation

Connection map

Refers toPart ofFulfils
Documented hereDocumented elsewhere
audit-log records person. setting defines attribute. org-document access governed by setting. subscription gates setting. setting requires second-factor. second-factor held by person. recovery-code stands in for second-factor. trusted-device waives second-factor.recordsdefinesaccess governed bygatesrequiresheld bystands in forwaivesAAudit trail — The record of who did what and when. It is how a user action is investigated after the fact, and what compliance is demonstrated from.Audit trailPPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonSSetting — Platform-wide configuration — behaviours, permissions, security.SettingAAttribute — A custom data field defined once and collected across the platform, so an organisation can record what Flowtly does not ship a field for.AttributeDDocument — An organisational file, stored with control over who can reach it.DocumentSSubscription — The plan the organisation is on, and what it is billed for.SubscriptionSSecond factor — The extra proof of identity asked for at sign-in on top of the password — a six-digit code from an authenticator app, changing every 30 seconds.Second factorRRecovery code — One of ten single-use codes issued when an authenticator is confirmed. Each stands in for a code from the app once, for the day the phone is gone.Recovery codeTTrusted device — A browser a person has chosen to trust, which is not asked for a second factor again for 30 days. Per browser, not per person.Trusted device

Related terms