Notifications for Staff Leave Management

Notifications for Staff Leave Management

Staff Leave Workflow

Organisations regularly receive new staff leave requests and it is important that the proper team is notified at the appropriate stage of the staff leave process so they can follow up and complete any required actions. Timely response and processing of staff leave inquiries, and an efficient staff leave process, will help to boost employee satisfaction by  showing your organisation is attentive to the needs of its staff. 

The CareVision management portal allows management staff to create Staff Leave Schedules as a request for Staff Members, or they can be created by staff members themselves on their CareVision mobile app. While creating a Staff Leave request staff are required to choose an appropriate Staff Leave Type. Some Staff Leave Types are auto-approved, while others require approval from Coordinators and Managers.

The required information for Staff Leave Request creation includes:
  1. Staff Name: name of the staff that the leave is requested for
  2. Schedule Name: custom name of the leave schedule, usually including leave type and leave time period
  3. Status: the status of the leave request, automatically updated by the system
  4. Leave Type: different leave types configured according to the organisation's needs, usually including vacation leave, casual leave, emergency work schedule leave, etc. The leave types are either auto-approved or approval-required.
  5. Selected Leave Period: Schedule Start Date and Time (inclusive) as well as Schedule End Date and Time (exclusive)
  6. Select Days: total hours of the leave period calculated automatically by the system
  7. Note: extra notes the user can add while creating the Staff Leave

If staff leave related notifications are turned on:
  1. Notifications of "Staff Leave Updated" will be sent out whenever there's any changes to a Staff Leave: created, approved, denied, cancelled, except when a staff leave is deleted.
  2. When a Staff Leave Schedule is deleted, no notification will be sent out, as it's not handling the request it self but making changes to the entry on staff's profile.
  3. Once an auto-approved Staff Leave has been created, notifications of "Staff Leave Approved" will be sent out; dependent on the notification settings that best suit the Organisation.
  4. Once an approval-required Staff Leave has been created, notifications of "Staff Leave Requested" will be sent out. A Coordinators or Managers will then need to take action.
    1. If they approve the Staff Leave, notifications of "Staff Leave Approved" will be sent out;
    2. If they deny the Staff Leave, notifications of "Staff Leave Rejected" will be sent out;
    3. If they cancel the Staff Leave, notifications of "Staff Leave Cancelled" will be sent out.
 

Notification Triggers and Common Configurations

Notifications can be set up on the New Management Portal: https://newportal.carevision.com/. It shows that when certain conditions are met or when certain actions are taken, a notification will be triggered to be sent out to a certain group of people in a certain way. If a notification needs to be sent to multiple groups or in multiple ways (Email, App, and Newsfeed), users can create multiple records of Notification Triggers.

Key Terms

  1. Notification Trigger Name:
    1. Name / Summary of the notification, usually including the key subject and the key event / action taken. For example, a notification could be "Juliet Capulet has accepted the quote".
  2. Notification Trigger:
    1. Shows as Trigger When on the Notification Settings window. It shows that when certain conditions are met or when certain actions are taken, a notification will be triggered to be sent out.
  3. Channel: Where the notifications are sent out to the selected recipients, including Email, App Notification, and News Feed
    1. Email - this sends an email message to the recipient’s email address
    2. App Notification - this sends a push notification to the recipient’s CareVision mobile application
    3. Newsfeed - this creates an entry on the user’s CareVision account in both mobile and web portal
  4. Notification Recipients: - This is the person or group of users that will receive the notification. We have 3 types of recipients:
    1. Recipient Groups - these are recipients that can be assigned by the organizations in the settings page. Users can only choose a Recipient Group after selecting the Channel. Some of the available recipient groups are: Named Users, Target List, Client Case Manager, etc. More details will be explained in the below sub-section.
    2. Default recipients - these are custom recipients that will be hardcoded within the code that can be enabled/disabled in the settings page by the organizations. This can follow multiple criteria and complicated logics. However, organizations won't have the ability to change the criteria. They can only enable or disable it.
    3. Required Recipients - these are the list of recipients that are hardcoded within the code and can also follow complicated logics. However, this can't be disabled by the organization and the notification will always be sent to the recipient no matter what the settings is.
  5. Recipient:
    1. Person or people who are selected to receive the notifications. Users can only choose Recipients after selecting the Recipient Group.
  6. Title:
    1. The title of the notification to appear on the recipients' end.
  7. Content:
    1. The field shows up when App or News Feed is selected as the channel, and it allows users to edit the content of the notifications.
  8. Other Recipient:
    1. The field shows up when Email is selected as the channel, and it allows users to add extra recipients (email addresses)  to receive the notification emails. The email addresses entered here are to be separated by a comma.
  9. Merge Tags:
    1. This is a list of variables or placeholders that can be placed into the subject, title or body of the message to personalize the notification or to include some related information into the message. Each notification trigger has its own custom set of merge variables (eg. firstname, lastname, etc). Merge variables should be enclosed in double curly braces eg. {{firstname}} and it will be automatically replaced by the actual value once the notification is sent. More details will be explained in the below sub-section.

Recipient Group Types

There are corresponding recipient types for each notification channel that you select. Below is a list of currently available types in the system and an explanation of how they work:
  • Named User
    • With this option you can select any specific person from your registered users for the notification to be sent to. Useful when there are just a few specific people responsible for responding to the notification. 
  • Target List
    • Use the Target Lists module to build a dynamic segmented list of system users that meet certain criteria at the time the notification is triggered. 
  • Client Case Manager 
    • If a trigger is related to a client in some way, you can choose to send the notification to that clients active case manager as shown in their care/support plan. 
  • Security Roles 
    • Use security roles if you want to send out a bulk update to a large group of staff who share a common security role. 
  • Departments 
    • Use this security role to send out a bulk update to all staff in a certain department at the time of the trigger.
  • Job Titles 
    • Use this security role to send out a bulk update to all staff in a certain job titles at the time of the trigger.
  • Affected Users 
    • This is a default for all triggers, the users affected by or related to the record that initiated the trigger for the notification, i.e. created by, modified by, about user, attendees, allocated etc. 
 If you think of another type of recipient you would like to be able to configure notifications for please get in contact with us.

Merge Tags

Merge tags are a list of variables or placeholders that can be placed into the subject, title or body of the message to personalize the notification or to include some related information into the message. Each notification trigger has its own custom set of merge variables (eg. firstname, lastname, etc). Merge variables should be enclosed in double curly braces eg. {{firstname}}, this will then be automatically replaced by the actual value once the notification is sent.

The merge tags for Staff Leave notifications are as below, although for each notification, the available merge tags could be slightly different:
  1. {{staffId}} - Id of staff whose leave is being approved
  2. {{staffFistName}} - First name of staff whose leave is being approved
  3. {{staffLastName}} - Last name of staff whose leave is being approved
  4. {{staffContactNumber}} - Contact number of staff whose leave is being approved
  5. {{staffDepartment}} - Department of staff whose leave is being approved
  6. {{staffRegion}} - Region of staff whose leave is being approved
  7. {{CareOrgName}} - The organisation name
  8. {{leaveStartDateAndTime}} - The start date and time of the applied staff leave
  9. {{leaveEndDateAndTime}} - The end date and time of the applied staff leave
  10. {{affectedServices}} - Services that will be affected during the staff leave
  11. {{LeaveType}} - The type of leave
  12. {{LeaveStatus}} - Status of the leave
  13. {{RequestorName}} - Name of the requestor

For example, if a staff member, Jason Bright, has requested leave and the title of the notification is set up as {{staffFistName}} {{staffLastName}} requested leave from {{leaveStartDateAndTime}} to {{leaveEndDateAndTime}}. The selected recipient of the notification will receive the notification: Jason Bright requested leave from 2022-04-20 08:00:00 to 2022-04-22 08:00:00.

Staff Leave Scenarios and Notification Triggers


Staff Leave Scenario

Trigger Name
Description of use 
A Staff Leave request is created

Staff Leave Requested
This will create a Staff Leave Request entry in the Work Availability section on the Staff Profile as well as on the Staff Leave page in the Actions section of the web portal.


This will update the selected notification recipients (usually the staff member, coordinators and managers) to trigger a Staff Leave review process. They will review and take further actions: approve, deny, or cancel the Staff Leave.
A Staff Leave request is automatically or manually approved
Staff Leave Approved
This will change the status of the Staff Leave Request entry from requested to approved.


This will notify the selected notification recipients (usually the staff member, coordinators and managers) about the leave and confirm on the approved leave time period.
A Staff Leave request is denied
Staff Leave Rejected

This will change the status of the Staff Leave Request entry to rejected.


This will notify the selected notification recipients (usually the staff member, coordinators and managers) about the leave status and possibly with rejection reasons.

A Staff Leave request is cancelled
Staff Leave Cancelled
This will change the status of the Staff Leave Request entry to cancelled.


This will notify the selected notification recipients (usually the staff member, coordinators and managers) about the leave status and possibly with cancellation reasons.
A Staff Leave request is updated (approved, denied, or cancelled)
Staff Leave Updated
This will not change the status of the Staff Leave Request.


This will notify the selected notification recipients (usually the staff member, coordinators and managers) about a change, but the further change details are to be found out on the Management Portal or Mobile App.

Using the available triggers detailed in the table above, organisations can tailor the workflows and notifications based on their preferences. Below are some examples of common notification configurations to facilitate the Staff Leave process: 

CareVision Staff Leave Status: Requested, Approved, Rejected, or Cancelled
Example / Purpose
Trigger Used
Channel
Audience Selected
Example Title
Example Title with Merge Tags
A Staff Leave request is created
Staff Leave Requested
Email / App / News Feed
Security Role:
[circle] PatientAdmin
[circle] Super Admin
[organisation] CareOrgAdmin[organisation] Coordinator (Admin)

[organisation] Super Admin

Jason Bright Requested for a Leave from 2022-04-20 08:00:00 to 2022-04-22 08:00:00

{{staffFistName}} {{staffLastName}} Requested for a Leave from {{leaveStartDateAndTime}} to {{leaveEndDateAndTime}}
A Staff Leave request is automatically or manually approved

Staff Leave Approved
Email / News Feed
Same as above
Best Care Providers: Jason Bright's Leave from 4/6/22, 10PM to 4/8/22, 10PM is Approved
{{careOrgName}}: {{staffFistName}} {{staffLastName}}'s Leave from {{leaveStartDateAndTime}} to {{leaveEndDateAndTime}} is Approved
A Staff Leave request is denied
Staff Leave Rejected
Email / News Feed
Same as above
Jason Bright's Leave from 4/10/22, 10PM to 4/12/22, 10PM is Rejected
{{staffFistName}} {{staffLastName}}'s Leave from {{leaveStartDateAndTime}} to {{leaveEndDateAndTime}} is Rejected
A Staff Leave request is cancelled
Staff Leave Cancelled
Email / App / News Feed
Same as above
Jason Bright's Vacation Leave from 2022-04-07 08:00:00 to 2022-04-09 08:00:00 is cancelled
{{RequestorName}}'s {{LeaveType}} from {{LeaveFromDateTime}} to {{LeaveToDateTime}} is {{LeaveStatus}}
A Staff Leave request is updated (approved, denied, or cancelled)
Staff Leave Updated
Email / App
Same as above
Jason Bright's Vacation Leave from 2022-04-10 08:00:00 to 2022-04-12 08:00:00 Has Been Updated
{{requestorName}} 's {{leaveType}} from {{dateTimeFrom}} to {{dateTimeTo}} Has Been Updated

Results of the above example notification emails are shown below:


Set Up Steps

1. login on the new Management Portal: https://newportal.carevision.com/.
2. Navigate to Settings and click on Notifications Settings.

3. Edit Notification Name.


4. Enable the notification.


5. Select a suitable channel to send notifications on.


6. Select the Recipient Type.


7. Select the Recipients.


8. Edit the title with merge tags.


9. Add Other Recipient as the item is sent via Email. If via App or Newsfeed, both inside CareVision, no other external users can be added, and the Other Recipient field becomes a Content field. Use comma to separate the email addresses.