The Digital Conversation Cycle automatically sends various emails based on user actions. The following overviews provide insight into which emails are sent based on a certain action, setting, date, or limit.
Note: some emails are only sent based on certain settings such as ‘approval’.
Login
| Email description | Moment of delivery |
|---|---|
| The employee is welcomed and receives usage instructions for the application. | Immediately |
| The employee receives the username associated with their email address. | Immediately after clicking ‘Forgot username’ |
| The employee receives instructions on how to set a new password. | Immediately after clicking ‘Forgot password’ |
Interview forms and competence profiles
| Email description | Moment of delivery |
|---|---|
| Employee receives a confirmation including an iCalendar invitation to discuss their competence profile | Immediately, upon providing a date |
| Employee receives an invitation for the discussion of a form with an iCalendar file (for use with an external calendar). | Immediately, after setting (or changing) date and time and checking ‘Send invitation’ |
| Employee is reminded of an upcoming appointment from a text field with follow-up. | 7 days in advance |
| Employee is reminded that his supervisor has saved his competence form definitively and that he needs to indicate this as ‘agreed’. | Immediately, upon finalization of competence profile |
| Employee is reminded that his supervisor has saved his competence form definitively and that he needs to indicate this as ‘seen’. | Immediately, upon definitively saved competence profile |
| Employee is reminded that his supervisor has saved his conversation form definitively and that he needs to indicate this as ‘agreed’. | Immediately |
| Employee is reminded that his supervisor has saved his conversation form definitively and that he needs to indicate this as ‘seen’. | Immediately |
| Employee is reminded that he has an invitation to discuss an interview form next week. | 7 days in advance |
| Employee is reminded to fill in his own competence profile. | 5 days in advance |
| Employee is invited to fill in his own competence profile. | Immediately |
| Manager receives a confirmation including an iCalendar file of a discussable competence profile. | Immediately, upon providing a date |
| Manager receives an invitation for the discussion of a form with an iCalendar file (for an external digital agenda). | Immediately, after setting (or changing) date and time and checking ‘Send invitation’ |
| Manager is reminded that he has a discussion of a conversation form of an employee next week. | 7 days in advance |
| Colleague of relevant employee is approached to fill in a competence profile. | Immediately |
| Colleague of relevant employee is reminded to fill in a competence profile. | 5 days in advance |
| Colleague of relevant employee is approached via external email to fill in a competence profile for the first time. | Immediately, after clicking Save on ‘Colleagues 360°-feedback’ page |
| Colleague of relevant employee is reminded via external email to fill in a competence profile. | 5 days in advance |
