Available for the following plans: Premium, Platinum
Available for the following User Access levels: Admin
The custom form submission notifications feature ensures that the correct individuals or groups within your organisation receive an automatic alert whenever a custom form is completed. By establishing routing rules based on dynamic roles, group memberships, or physical work locations, your notification workflows remain accurate and update themselves whenever internal structural changes or management transfers occur.
This article will show you how to manage the following:
Set up automated form notifications
- Log in to Employment Hero.
- Click the Compliance icon on the left-hand side menu, and select the Forms option.
- Select Manage Form on the three-dot menu of the form you wish to modify.
- Click the Settings tab.
- Navigate to the Who gets notified when this form is submitted? field.
- Select the desired role, group, or work location chip.
Helpful Hint
You can review the short descriptions displayed beneath each option label in the search dropdown to confirm exactly who will receive alerts at submission time. Already-selected roles, groups, or locations will be disabled in the search results to prevent duplicate entries.
- On the three-dot menu, click Save form.
Review notification recipient options
When configuring automated alerts, you can select from various recipient categories designed to route communications dynamically based on your current company structure.
The following categories are available in the dropdown selection:
- Primary manager of submitter: Routes the alert to the primary manager of the employee who fills out and sends the form.
- Secondary manager of submitter: Routes the alert to the secondary manager of the employee who fills out and sends the form.
- Group leader of submitter's group: Routes the alert to the designated leader of the specific internal group to which the submitting employee belongs.
- Group leader of a specific group: Routes the alert exclusively to the leader of a chosen group, without sending notifications to the remaining members of that group.
- Admins/owners: Routes the alert to all platform-level administrators and owner accounts within the organisation.
- Primary manager of affected employee: Routes the alert to the primary manager of the individual whom the form explicitly concerns.
- Secondary manager of affected employee: Routes the alert to the secondary manager of the individual whom the form explicitly concerns.
- Group leader of affected employee's group: Routes the alert to the leader of the internal group to which the affected employee belongs.
- Group: Routes individual notifications to every member belonging to the selected group at the exact moment of form submission.
- Work location: Routes individual notifications to every employee assigned to the selected physical office or work location at the exact moment of form submission.
Further information
Dynamic routing handles real-time data changes through specific operational guardrails:
- Late-binding resolution: The platform evaluates all relationships, group memberships, and location assignments at the exact time of form submission, rather than at the time of configuration.
- Unresolvable roles: If an option cannot be determined when a submission occurs (such as when a submitter has no assigned secondary manager), the notification for that individual recipient is skipped. The platform will still transmit the message to all other valid recipients in the configuration.
- Empty target groups or locations: If an entirely empty group or an unstaffed work location is selected, the specific notification for that group or location is skipped without impacting the other entries.