Configuring and using alerts 🚨

Alerts will help you drive your activity efficiently and help you make sure that your database is up to date, as well as help you not to forget anything to do on BoondManager.  

These, daily and weekly, alerts cover the entirety of modules and features on BoondManager.

Contents

How do alerts work?

The goal is to: 

  • Manage your Reminders/To Do
  • Monitor your Candidates, HR activity, Opportunities, Projects, Orders and/or Invoices
  • Be alerted for end dates of probationary periods, ending HR contracts, invoices due today
  • And much more! 🥳

Alerts are issued to users by two different means 

By email

Depending on the configuration set up for your alert reports (daily or weekly), you will receive your alerts on the specified days and at the desired time, to the email address provided on your card.

Directly from the interface

From the Dashboard, you have access to all your alerts. 

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Configuring alerts - Admin POV

Administration Advanced Settings > Alerts

A default configuration of Alerts is provided to you.

However, you have the ability to review the suggested configuration on existing alerts and to create new ones.

Configuring alert reports

You can configure: 

  1. Days when your daily and weekly reports are sent
  2. Hours at which your daily and weekly reports are sent

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Daily alerts

Daily alerts for alerts with an "urgent" aspect such as: 

  • "Reminder" actions to be dealt with / something important to do
  • Validating a timesheet, an expense note or an absence request

Weekly alerts

Weekly alerts for alerts with a "less urgent" aspect such as:

  • Monitoring candidates, resources, opportunities, projects, orders and invoices cards 
  • Being alerted of inconsistencies/warnings found on the tool (resources without an HR contract, end date of a contract coming soon, projects without an order, unprocessed billing deadlines, overdue invoice payment dates, etc.)

Configuring alerts

 Good to know

When you configure an alert, it will then be automatically suggested to managers by default, based on their access rights to the module.

Creating an alert

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  1. Choose the relevant module for which you want to create an alert.
  2. Select an alert related to this module.
  3. Provide a certain number of variables: period, type, state, etc.
  4. Choose the alert reports: daily, weekly, both, none.

Modifying an existing alert

It couldn't be simpler 😊.

If you want to modify a default-configured alert, simply click on it, make the desired changes, and you're good to go. 🥳 

Explanation of alerts configured by default

  • No Action of type "Interview" was created for more than 15 days for candidates whose stage is "Creation" 
    The goal of this Alert is to encourage you to have an interview with your candidates whose stage is "Creation" and to, of course, create an "Interview" action to keep history. 
  • Resources "Archived" with an active intranet
    The goal of this alert is to make sure that all of your archived resources may no longer log in on their former intranet account!
  • Resources whose state is "Current" having no HR contract  
    The goal of this Alert is to warn you that there are resources for whom you haven't yet created an HR contract in the "Administrative" tab of their card!
  • Resources "Archived" with no HR contract end date
    The goal of this Alert is to warn you that there are resources with an "Archived" state for whom you haven't set an end date in their HR contract (Resource card Administrative tab)
  • HR contract ending soon
    With this alert, you will be proactive in your offboarding process.
  • Projects ending soon
    The goal of this alert is to notify the project manager that the project(s) is nearing completion and that either a new order needs to be sought or the consultant(s) need(s) to be re-staffed.
  • Orders with no billing details
    The goal of this alert is to notify the order manager that they need to create billing details and to indicate them on the order.
  • Projects whose state is "Current" with no order "Not Archived"
    The goal of this Alert is to warn the managers of projects that there is no "Current" order in their "Current" projects.
  • Invoices whose states are "Recover 1" and "Recover 2" with no action of type "Comment" for more than 15 days
    The goal of this Alert is to encourage the managers of invoices to monitor them!
  • Orders whose state is "Current" with no billing details
    The goal of this Alert is to warn the managers of these orders that there are no billing details in order not to send incomplete invoices!
  • Ordered turnover different from schedules amount
    The goal of this Alert is to warn the managers of orders with a "Schedules" type that the total of scheduled bills of this order do not match the total amount of "Ordered turnover"!
  • "Invoices with "Creation" and "Transmitted to the Client" states whose payment date is past more than 20 days"
    The goal of this Alert is to warn the manager of these invoices that the payment's due date has passed and that they either need to change the state to "Payed" or that they need to contact the client for a reminder (Recover 1).
  • Billing schedules pending processing
    The goal of this Alert is to warn the managers of orders with a "Schedules" type that billing schedules have not yet been processed for more than 5 days!
Configuring alerts - User POV  

Dashboard > Alerts tab > Configuration button

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You can then

  1. Configure alert reports 
  2. Modify alerts provided to you by your administrator
  3. Create new alerts
  4. Modify the display order of alerts using the drag and drop feature

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 Good to know

By default, the user inherits all present alerts configured in the Administration.

However, it may happen, due to permission issues, that the user does not have access to certain modules. In this case, it will be specified that this alert cannot be displayed for them.

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Configuring alert reports

You can configure your daily and weekly alert reports.

For each of these reports, two options are available to you:

  • Keep the default configuration, defined in the Administration 
    (In case of need, a tooltip informs you of the configuration made)
  • Customize your reports
    • Days when your daily and weekly reports are sent
    • Hours at which your daily and weekly reports are sent (adapted to the time zone selected in the resource card configuration)

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Creating an alert

Simply scroll down the configuration page and click on Create an alert.

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  1. Choose the relevant module for which you want to create an alert.
  2. Select an alert related to this module.
  3. Enter a number of variables: period, type, status, etc.
  4. Choose the alert reports: daily, weekly, both, none.

Modifying an alert

It couldn't be simpler 😊.

If you want to modify an alert, simply click on it, make the desired changes, and you're good to go 🥳. 

 Warning

A user can only edit their own alerts.

Regarding Administration alerts, they can change the state:

  • Default: this alert will be the same as the state defined in the Administration
  • Disabled: this alert can be disabled if the user does not want to follow it
  • Enabled: this alert can be activated, and then, regardless of the alert state on the Administration side, it will be displayed for the user

 Tips

If you want to edit an administration alert, we recommend disabling it and then duplicating it so that this alert is in your configuration and thus allows you to modify it according to your wishes.

 

F.A.Q.

 Granting access to alert configuration to a role or manager

It is possible to grant access to a manager or a role. Simply go to the manager's card or role card > Administration section and activate the feature.

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 I can't see the creation button when I arrive on the alert configuration

The creation link is located at the bottom of the page. This allows you to browse through the different alerts to ensure that it does not already exist before creating it.

  As an administrator, I want to archive an alert

On the Administrator side, it is possible to disable an alert or delete it.

  • Disable: if you disable an alert AND the user had the Default state on this alert, then the alert is disabled. If the user had Enabled the alert, then there is no impact.
  • Delete: this alert is then deleted on the user's side.

 I can no longer create an alert

The maximum number of alerts is 50. If you have reached this quota and want to create a new alert, you will need to disable an existing alert. If this disabled alert is used on the user side, it will not be disabled.

 Distinguishing "administrator" alerts from "user" alerts

An administrator alert is visually characterized by this icon and the user alert by this one .

 Restore the alert configuration made by the administrator

Dashboard > Alerts tab > Configuration button

Simply click on the restore button.

We hope that this tutorial has been of any help and we invite you to let us know by voting in the dedicated section below.

If you still have any questions, feel free to get in touch with our Support team :

Reach out to our support team

Tel : (+33) 03 62 27 61 05

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