Contents
- Notifications for Anytime Conversations
- Notifications for Scheduled Conversations
- Notifications for Anytime & Scheduled Conversations
- FAQs
Notifications for Anytime Conversations
Conversation Created
- Enable/disable: Can be enabled/disabled in conversation template
- Configuration: Admin → Program Management → Conversations → Settings → Anytime Conversations → [Conversation Template Name] → Step 4: Notifications
- Trigger: Participant starts a conversation
- Timeframe: ~ 5 min. after trigger
- Recipient(s): The other participant
- Subject line: [First Name] [Last Name] has started a conversation with you
- Screenshot:
Take Ownership of Conversation (Manager Change)
Note: The trigger associated with this notification is only valid if the previous manager has not shared responses.
- Enable/disable: Can be enabled/disabled in system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Conversation Manager Change
- Trigger: Manager change occurs after conversation is started, but before due date
- Timeframe: ~ 5 min. after trigger
- Recipient(s): New manager
- Subject line: Take Ownership of Conversations
- Screenshot:
Conversation Participant Shared
- Enable/disable: Can only be disabled by turning off all system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
- Trigger: Participant shares responses
- Timeframe: ~ 5 min. after trigger
- Recipient(s): The other participant
- Subject line: [First Name] [Last Name] has shared their responses with you
- Screenshot:
Notifications for Scheduled Conversations
Conversation Deployment
- Enable/disable: Can only be disabled by turning off all system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
- Trigger: Conversation template is deployed
- Timeframe: 8 AM - 9 AM (organization's time zone) the day before the cycle start date.
If a conversation is deployed with the cycle start date set for the next day, Super Admins should receive the notification 5 minutes after deployment is triggered. - Recipient(s): All Super Admins
- Subject line: Conversation deploying on [cycle start date]
- Screenshot:
Conversation Cycle Start
- Enable/disable: Can be enabled/disabled in conversation template
- Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
- Trigger: Current date is equal to cycle start date
- Timeframe: 8 AM - 9 AM (organization's time zone) on cycle start date
- Recipient(s): All participants
- Subject line: [Conversation Template Name] is about to begin
- Screenshot:
Take Ownership of Conversation (Manager Change)
Note: The trigger associated with this notification is only valid if the previous manager has not shared responses.
- Enable/disable: Can be enabled/disabled in system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Conversation Manager Change
- Trigger: Manager change occurs between cycle start date and cycle end date cycle (does not include grace period)
- Timeframe: ~ 5 min. after trigger
- Recipient(s): New manager
- Subject line: Take Ownership of Conversations
- Screenshot:
Scheduled Conversation Mid-cycle Reminder
- Enable/disable: Can be enabled/disabled in conversation template
- Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
- Trigger: Current date is equal to [#] of day(s) before cycle due date
- Timeframe: 8 AM - 9 AM (organization's time zone) [#] of day(s) before cycle due date
- Recipient(s): Participants who have not completed 1 or more conversations
- Subject line: [Conversation Template Name] is due in [#] of days
- Screenshot:
Scheduled Conversation Participant Shared
- Enable/disable: Can only be disabled by turning off all system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
- Trigger: Participant shares responses
- Timeframe: ~ 5 min. after trigger
- Recipient(s): The other participant
- Subject line: [First Name] has shared their [Conversation Template Name] responses with you
- Screenshot:
Additional Contributor Invited
Note: The notification is only available when additional contributors are enabled.
- Enable/disable: Can only be disabled by turning off all system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
- Trigger: Participant (manager) invites additional contributor
- Timeframe: ~ 30 min. after trigger
- Recipient(s): Additional contributor
- Subject line: You've been invited as an additional contributor to [Conversation Template Name]
- Screenshot:
Additional Contributor Shared
Note: The notification is only available additional contributors are enabled.
- Enable/disable: Can only be disabled by turning off all system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
- Trigger: Additional contributor shares responses
- Timeframe: ~ 5 min. after trigger
- Recipient(s): Manager participant
- Subject line: [First Name] has shared their [Conversation Template Name] responses with you
- Screenshot:
Conversation Responses Not Started
Note: This notification is ad-hoc (not automated) and a copy of the notification will be sent to each participant's manager. As such, if a manager has 3 direct reports who haven't started writing their responses, the manager will receive 3 notifications.
- Enable/disable: Can be accessed in program emails
- Configuration: Admin → Program Management → Notifications → Program Emails → Conversations → Hasn't started writing responses yet → [Conversation Template Name] → View and Send Email → Send
- Trigger: Super Admin chooses to send the notification
- Timeframe: ~ 5 min. after trigger
- Recipient(s): All participants who have not started writing responses and those participants' managers
- Subject line: Reminder: Complete your [Conversation Template Name] Responses
- Screenshot:
Conversation Responses Started But Not Shared
Note: This notification is ad-hoc (not automated) and a copy of the notification will be sent to each participant's manager. As such, if a manager has 3 direct reports who haven't shared their responses, the manager will receive 3 notifications.
- Enable/disable: Can be accessed in program emails
- Configuration: Admin → Program Management → Notifications → Program Emails → Conversations → Has started writing responses but hasn't shared → [Conversation Template Name] → View and Send Email → Send
- Trigger: Super Admin chooses to send the notification
- Timeframe: ~ 5 min. after trigger
- Recipient(s): All participants who started writing responses but have not shared them and those participants' managers
- Subject line: Reminder: Complete your [Conversation Template Name] Responses
- Screenshot:
Scheduled Conversation Due
- Enable/disable: Can be enabled/disabled in conversation template
- Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
- Trigger: Current date is equal to cycle due date
- Timeframe: 8 AM - 9 AM (organization's time zone) on cycle due date
- Recipient(s): Participants who have not completed 1 or more conversations
- Subject line: [Conversation Template Name] final responses are due today!
- Screenshot:
Scheduled Conversation Overdue
- Enable/disable: Can be enabled/disabled in conversation template
- Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
- Trigger: Current date is equal to [#] of day(s) after cycle due date
- Timeframe: 8 AM - 9 AM (organization's time zone) [#] day(s) after conversation cycle due date
- Recipient(s): Participants who have not completed 1 or more conversations
- Subject line: [Conversation Template Name] is overdue!
- Screenshot:
Confidential Questions Available
Note: This notification is only available if confidential questions are enabled and configured to launch after the cycle ends. Confidential questions configured to launch during the cycle do not trigger a separate notification.
- Enable/disable: Can be enabled/disabled in conversation template
- Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
- Trigger: Current date is equal to 1 day after cycle due date
- Timeframe: 11 AM - 12 PM (organization's time zone) 1 day after cycle due date
- Recipient(s): Participants with confidential questions assigned
- Subject line: Additional questions are now available for [Conversation Template Name]
- Screenshot:
Confidential Questions Due
Note: This notification is only available if confidential questions are enabled and configured to launch after the cycle ends. Confidential questions configured to launch during the cycle do not trigger a separate notification.
- Enable/disable: Can be enabled/disabled in conversation template
- Configuration: Admin → Program Management → Conversations → Settings → Scheduled Conversations → [Conversation Template Name] → Step 7: Notifications
- Trigger: Current date equals confidential questions end date
- Timeframe: 8 AM - 9 AM (organization's time zone) on confidential questions' end date
- Recipient(s): Participants with confidential questions assigned, but who have not responded
- Subject line: Have you answered the additional questions for [Conversation Template Name} yet?
- Screenshot:
Note: There are some conversation notifications that belong to the admin review period and cannot be toggled on/off regardless if everything in Step 7 is unticked. In other words, if you have everything unticked (see below) and an admin review period, users will still get a notification.
Answers were changed
Note: This notification activates solely if an Admin Review period has been set, and the conversation accommodates one or more of the roles Super Admin/HR Admin/Skip Level Manager with "can edit" permissions. Ensure that the Admin Review period coincides with the cycle..
- Enable/disable: Can only be disabled by turning off all system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Turn Off
- Trigger: When any of the roles Super Admin/HR Admin/Skip Level Manager (with "can edit" responses) modifies a conversation response after its submission but within the Admin Review period.
- Timeframe: 8 AM - 9 AM (organization's time zone) on Admin Review end date
- Recipient(s): Any participant whose answer was altered during the Admin Review period.
- Subject line: Your answers to [Conversation Template Name] with [First name] were changed.
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Screenshot:
Notifications for Anytime & Scheduled Conversations
Request to Edit (Single Request)
Note: This notification is ad-hoc (not automated).
- Enable/disable: Enabled by default, can only be disabled by turning off Conversation Edit Requests setting in Admin → System Notifications
- Configuration: Conversations → Select individual conversation → Click the settings (gear) icon → Request to edit
- Trigger: Participant submits an edit request
- Timeframe: 4 PM - 5 PM (organization's time zone) after trigger
- Recipient(s): All administrators
- Subject line: You've received a request to edit a conversation
Request to Edit (Multiple Requests)
Note: This notification is ad-hoc (not automated). The email notification will enumerate users belonging to a particular group or department. It's important to note that a user may belong to multiple groups or departments, which means you might observe a higher count of groups/departments than the actual requests for editing.
- Enable/disable: Enabled by default, can only be disabled by turning off Conversation Edit Requests setting in Admin → System Notifications
- Configuration: Conversations → Select individual conversation → Click the settings (gear) icon → Request to edit
- Trigger: Multiple participants submit an edit request
- Timeframe: 4 PM - 5 PM (organization's time zone) after trigger
- Recipient(s): All administrators
- Subject line: You've received requests to edit conversations
Request to Edit Approved
Note: While this is the notification for a request that has been approved, there is no notification for a request that has been denied. It is expected that an administrator will communicate that decision and their reasoning to the participant outside of Betterworks.
- Enable/disable: Can only be disabled by turning off all system notifications
- Configuration: Admin → Program Management → Notifications → System Notifications → Conversation Edit Requests
- Trigger: Participant submits an edit request
- Timeframe: ~ 15 min. after trigger
- Recipient(s): Participant that submitted edit request, once approved
- Subject line: You've been granted permission to edit [Conversation Template Name]
FAQs
When do email notifications for Scheduled Feedback go out?
- Using the above as an example, the selection phase ends on 09.18.2023 at 11:59 PM (organization time zone), and the collection phase starts on 09.19.23 at 12:00 AM (organization time zone).
- Email notifications are sent to feedback providers at the start of the collection phase at 8:30 AM organization local time.