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    How-to

    WhatsApp in HR

    Verified on for version 19.0.2.3.9
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    Fourteen ready-made templates keep employees and approvers informed on WhatsApp: four for Expenses, nine for Time Off, and one that sends an HR letter. Each block of settings appears once its app is installed, and every option is on from the start.

    Ready-made templates

    Template When it is sent To whom Switched by
    Expense: Submitted An expense's status becomes Submitted The expense's Manager Expense Submitted
    Expense: Approved The status becomes Approved The employee Expense Approved
    Expense: Refused The status becomes Refused The employee Expense Refused
    Expense: Paid The status becomes Paid The employee Expense Paid
    Time Off: Pending Manager Approval A time off request is created, or returns to To Approve The employee's Time Off Approver Leave: Pending Manager
    Time Off: Pending HR Approval A request reaches Second Approval The first person in Notify HR on the time off type Leave: Pending HR
    Time Off: Approved A request becomes Approved The employee Leave: Approved
    Time Off: Refused A request becomes Refused The employee Leave: Refused
    Time Off: Cancelled A request becomes Cancelled The employee Leave: Cancelled
    Time Off: Starts Tomorrow About a day before an approved leave begins The employee Leave: Starts Tomorrow
    Allocation: Pending Approval An allocation request is created, or returns to To Approve The employee's Time Off Approver Allocation: Pending Approval
    Allocation: Approved An allocation becomes Approved The employee Allocation: Approved
    Allocation: Refused An allocation becomes Refused The employee Allocation: Refused
    HR Letter: Broadcast A manager clicks Send by WhatsApp on a letter Every employee the letter is for No option: only the button sends it

    "The employee" means the phone of the employee's work contact, which is their Work Phone; an approver is reached on the phone of their own contact. Anyone without a number is skipped, and a number on the blacklist never receives anything. To change a wording, click the template's name in the settings and edit it as WhatsApp templates shows.

    Before you start

    The blocks sit in WhatsApp/Configuration/Settings and need the Administrator right on WhatsApp. Unticking an option archives its template, so it leaves the template list; ticking it again brings it back. Click Save after a change.

    Expenses

    The Automated Expense messages block; all four messages are on, each with its ready-made template.The Automated Expense messages block; all four messages are on, each with its ready-made template.
    The Automated Expense messages block; all four messages are on, each with its ready-made template.

    Automated Expense messages follows the approval described in Approve and reimburse expenses. Each message names the expense and its amount and links to it. An expense paid by the company becomes Paid as soon as it is posted, so Expense: Paid leaves then too.

    Each template says on its form who receives it and when:

    The Expense: Submitted template goes to the phone of the expense's manager.The Expense: Submitted template goes to the phone of the expense's manager.
    The Expense: Submitted template goes to the phone of the expense's manager.

    Phone Field follows the expense's Manager to the phone of their contact. The Automation tab holds the moment it leaves: the status set to Submitted.

    The template leaves when an expense's status is set to Submitted.The template leaves when an expense's status is set to Submitted.
    The template leaves when an expense's status is set to Submitted.

    Time off

    The Automated Time Off messages block holds nine options, one per template of the table. Requests and allocations waiting for a decision reach the approver with a link to the record; the employee hears of each decision. Time Off: Starts Tomorrow is checked several times a day, and dropped if it cannot leave within twelve hours.

    HR letters

    On an approved letter in Employees/Letters, a user with the Manager right on Letters sees Send by WhatsApp beside Send by Email and Send by Discuss. It sends HR Letter: Broadcast with the letter's PDF attached to every employee when Send to all is ticked, otherwise to those in Employees, on their Work Mobile or else their Work Phone. All messages use the language of the letter's user. A notice counts the employees reached and those skipped for lack of a number, and a note in the chatter records the send.

    FAQ

    Why did the manager receive nothing when an expense was submitted?

    The manager's contact has no phone number, or no approver was found: submitting then approves the expense at once, and the employee receives Expense: Approved instead.

    Can I send a letter twice?

    Yes. Each click sends to every recipient again.

    Where do I see what was sent?

    In the WhatsApp messages, as Follow your messages shows.

    Related pages
    Your first WhatsApp messageHow WhatsApp sending worksConnect a WhatsApp line

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