Reminders Setup

‘Reminders Setup’ manages the configuration of email notifications sent from HOPS. This page can be accessed by selecting [Administrative -> Reminders Setup] from the left navigation menu.

Who’s Out

The Who’s Out emails can be configured to send to designated staff on specified days and times. 

Who’s Out Today:

1. Status Toggle:  Enables or disables the notification.  When enabled, the email notifications will be sent on the days and times configured in the settings.
2. Reminder Frequency:
   • Selection of the days of the week that the notification will be sent.  Selected days are displayed as green.
   • The time each day that the notification will be sent. 
3. Notification Parameters:
   • Only send if staff are Out of office – When active, the notifications will be sent only when staff are scheduled to be out.  If inactive, the notifications will be sent every day scheduled.
   • Include Telework –  When active, the notification will include staff that are teleworking for that day.
4. Recipient List – The listing of current staff .
   • Selecting the checkbox/circle to the left of the staff members name will include them in the list of staff to receive the notifications.
   • Clicking the paper airplane icon at the top right of the list will send a notification to all designated staff immediately. 
   • Clicking the email icon to the right of a staffers name will send a notification immediately to that staff member. 

*Note: Staff members without an official work email address in their profile will not be available for selection in the notification list.  HOPS only sends notifications to House email addresses.

 

Who’s Out Next Week:

1. Status Toggle:  Enables or disables the notification.  When enabled, the email notifications will be sent on the days and times configured in the settings.
2. Reminder Frequency:
   • The ‘Next Dates to Include’ label displays the dates that will be included in the next notification.
   • Selection of the days of the week that the notification will be sent.  Selected days are displayed as green.
   • The time each day that the notification will be sent. 
3. Notification Parameters:
   • Only send if staff are Out of office – When active, the notifications will be sent only when staff are scheduled to be out.  If inactive, the notifications will be sent every day scheduled.
   • Include Telework –  When active, the notification will include staff that are teleworking on the dates of the following week.
4. Recipient List – The listing of current staff .
   • Selecting the checkbox/circle to the left of the staff members name will include them in the list of staff to receive the notifications.
   • Clicking the paper airplane icon at the top right of the list will send a notification to all designated staff immediately. 
   • Clicking the email icon to the right of a staffers name will send a notification immediately to that staff member. 

*Note: Staff members without an official work email address in their profile will not be available for selection from the notification list.  HOPS only sends notifications to House email addresses.

 

Pending Telework:

The ‘Pending Telework’ reminder notifications is used to configure the frequency and times that telework approvers will be notified of pending telework requests. This page is accessed by selecting [Administrative -> Reminders Setup -> Pending Telework (tab)] from the left navigation menu.

1. Frequency: 
   • Select the day(s) that notifications will be sent.
   • ‘Daily Email Frequency’ – can be set to once or twice a daily.
   • ‘Select Time’ –  select the time of the day that the notifications will be sent.
2. Approver List – Displays the names of staff that are designated as telework approvers.
   • Clicking on the box next to the approvers name will designate them as a recipient of the notifications. Their name will appear on the ‘Selected Approvers’ list to the right. 
   • Deselecting the checkbox will remove them from the ‘Selected Approvers’ list.
3. Selected Approvers – Displays a list of all approvers who have been selected to receive email notifications for pending telework requests. 
   • Selecting the trash can icon next to their name will remove them from the ‘Selected Approvers’ list to be notified. or by deselecting them from the ‘Approver List’.