Share the Wealth
Don’t let valuable information stay locked up in HR… share it with managers and relevant parties when it is needed! People-Trak’s email tools enable your workforce to stay on track with compliance, enhance decision-making, and improve culture.
Why send email via People-Trak HRIS? Because the emails you send can include information straight out of your employee records, and it can be automated with email alerts and reminders. Plus, you can save a copy of all emails in the employee record for later reference.
Sending emails from People-Trak is easy. The People-Trak Address Book contains all the email addresses of your employees or other contacts stored in People-Trak. When defining the email’s content, you have the option to type out a normal plain text email, or use an email template you have created in People-Trak.
Email templates are re-usable, standard emails that can contain data from your employee records in People-Trak. For example:
- Create a “Welcome Aboard” email template. Then when you hire eight people, each can be sent a personalized message.
- Create three “New Hire notification” email templates, for IT, payroll, and the hiring manager, each containing slightly different data out of the employee record. Then when you have hired someone, those emails can be sent to the pertinent parties, containing accurate data, without having to key anything manually. Watch Quick Tip: Send New Hire Notifications
- Create an “employee anniversary reminder” email template containing the employee’s name and anniversary date. Create an alert so that whenever an anniversary date is approaching, the pertinent manager is automatically sent the email. Watch Quick Tip: The Employee Anniversary Reminder
Embedded email is another feature of People-Trak’s report writer. Virtually any report, letter, or form that you create in the report writer is able to be output as an embedded email.
Email Distribution Lists
You can also set up query based email distribution lists. You can create, for example, a list by department or position, or any other field in the system.
A favorite part of People-Trak’s email tools is the email break. Email break enables you to have a document or report be broken into specific parts and sent to specific people. For example, you can run an attendance report and email each department manager the results of only his or her department.
Scheduled Emails & Email Alerts
Finally, in conjunction with the People-Trak’s automation tools, emails can be sent automatically. With the scheduler feature, an email can be sent on a regular basis (i.e. to schedule monthly manager reports). With the alerts feature, an email can be sent when a certain action happens (i.e. when an employee anniversary is approaching).