Manage contract expiry notifications

Manage expiry notification recipients, timing, and email wording. You must have the Contractor Manager user role to access these settings.

Configure the email notifications that will be sent when a contract is due to expire. Choose who will receive notifications, when they will receive them, and what the notifications will say. These will become the default settings for all contracts. Settings can be customized for each individual contract when adding it to a contractor organization.

You can also set up the types of contracts that can be recorded in WhosOnLocation to ensure reporting consistency and proper grouping.

The notification settings you can configure are:

To access the setting:

  1. Go to Tools > Contractors Manage.
  2. Select Contracts Settings from the left-hand menu.

You will then be able to navigate through the settings using the sub-tabs.

Expiry notification recipients tab

Set up the different people that will receive a notification when a contract is expiring. You can set up employees, contract owner contractors, and a third party to receive these notifications. Each person type will receive a different email template set up in Expiry Notification Email Editor.

These are the default settings only. When adding a contract to an organization, these options will be enabled but you can customize them when required.

Employees

The organization owner is an employee that is set up in WhosOnLocation to manage an organization, they are selecting when adding an organization. It is not required to have an organization owner in WhosOnLocation so some organizations may not have one. You can choose to either send the notifications to an organization owner or not.

In addition to the organization owner, you can also set up any number of employees in your organization to receive these notifications. Add these by beginning to type in the text box and selecting from the dropdown which appears.

Contractors

When adding a contract to an organization you have the ability to add a contract owner. The contract owner is a contact role type that you can give to a contractor member which allows them to be added as a contract owner for specific contracts. Choose whether or not to send this person notifications when their contracts are expiring.

Third party

Some contracts are managed by third parties, either from your organization’s end or the contractors' side. In this scenario, it will be important to notify them in addition to your employees and the contractors. You can nominate a third party to receive these notifications by entering their email into the appropriate text box.

After making any changes, click Save.

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Expiry notification timing tab

Set up when expiry notifications will send to your nominated recipients. You can send up to three notifications which all have separate email templates set up in Expiry Notification Email Editor tab.

These are the default settings only. When adding a contract to an organization, these options will be enabled but you can customize them when required.

The notification sequence is: 

  • First notification will inform the recipients that a contract is coming up for expiry.
  • Second notification will be sent as a final reminder before the contract is due to expire.
  • Third notification can be set to send a day after the contract has expired, if it is not updated, notifying that it is now expired.

If a contract is set to pending or archived, then no notifications will send until the contract is set to active again. This means that if you have a historical contract that will not be renewed, you can set this to inactive to avoid sending expiry notifications.

If the second notification is enabled, it must be set to send after the first notification. If you only want one notification to send, set this using the first notification.

After making any changes, click Save.

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Expiry notification email editor tab

Edit the expiry notification templates that will send to the Notification Recipients at the Notification Timings. There are nine templates to edit, one for each person type and each potential notification, all of which can be edited to suit your organization’s needs. You can navigate between each notification timing using the sub-tabs, and scroll down to find each person type.

These templates are not customizable for each contract. What is set up in this section will send for all contracts with the matching notifications enabled.

WhosOnLocation has provided default templates using placeholders to create dynamic emails based on information specific to each contract. You can edit these to suit your needs, and add your own placeholders by copying and pasting them from the View available placeholders dropdown. An example of a placeholder is {{Contract.Name}}, note the specific brackets and ‘.’ in place of a space used.

You can change any template back to the default by clicking Apply Default Settings below any email window.

After making any changes, click Save.

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