Creating Recurring Reminders for Employees or Managers

Overview

One of the most appealing features of Bullhorn Back Office is the ability to create recurring Timesheet Reminders to prompt employees who have yet to submit a timesheet to do so. It is also possible to set up recurring reminders for your Managers for timesheets that still require approval.

While Managers receive an email automatically when all their Timesheets for the given period have been submitted, at times there might be one or two timesheets that are slowing down the approval process because they have not yet been submitted. Effectively using this feature in Bullhorn Back Office can significantly reduce the number of late timesheets and also speed up your approval process.

Steps

  1. While logged into Back Office, navigate to the Messaging tab.



  2. Select the Emails sub-tab.



  3. Choose Add in the upper-right to open the Add Email screen.


  4. Under What type of email?, choose the desired type:
    • Awaiting Approval: This will send the reminder emails to any Manager who has at least one timesheet pending approval.
    • Unsubmitted: This will send a reminder to any employee with an unsubmitted timesheet for any prior period.
    • Unsubmitted (Current Period): This will send a reminder to any employee with an unsubmitted timesheet for the current period.
  5. In the Subject field, enter in a subject line for the email.



  6. In the What is the email time period section?, set the Frequency to Recurring.
  7. In the Days and Interval fields, select what day the emails should be sent.

    Note: Timesheet run periods are set up during implementation and affect the days emails are sent.

    • Example: With Days set to 2 and Interval set to Before, the email will be sent 2 days before the close of the timesheet period. If your timesheets run Sunday to Saturday, the email will go out on that Thursday.
    • Similarly, if Days was set to 2 and the Interval was set to After, the emails would go out on the following Monday.

  8. In the Due Date At field, select what time the email should be sent.
    • Email delivery time is Eastern Time, so adjust accordingly for your timezone.



  9. In the What is the email message? field, enter in the message the timesheet approver will receive.



  10. Once you have completed the email message, choose between Save and Send Now and Save.
    • Save And Send Now - Creates the Recurring email schedule but also sends it immediately to any Managers that should receive the email at that moment.
    • Save - Creates the Recurring email schedule but does not send anything out immediately. The first email will be the next time the time period occurs.