Group notifications
Group Notifications keep your team aligned, informed, and engaged - automatically. Whether it’s upcoming time off, birthdays, holidays, work anniversaries, remote-work plans, or important dates stored in the employee profile, these notifications help teams stay connected and reduce operational friction.
Reminders about dates in the employee profile can be set based on standard fields like termination date, probation end, or based on custom fields.
Check more details: Custom fields - examples of use
Instead of relying on manual updates or scattered messages, everything flows directly to Slack, MS Teams, or email - so people know what’s happening across the company, exactly when it matters.
Use cases
Use cases
Time off
Daily (8:00 AM): who’s out today for quick stand-up and workload planning.
Weekly (Mondays): who will be away this week to plan deadlines and coverage.
Birthdays
Daily (9:00 AM): today’s birthdays to prompt timely recognition.
Weekly (Mondays): birthdays this week so teams can prep messages or small celebrations.
Holidays
Today and tomorrow: reminder about today's and tomorrow’s public holiday for staffing and support adjustments.
Monthly (1st): list of upcoming holidays to align timelines and capacity.
Work Anniversaries
Daily: today’s anniversaries for immediate recognition.
Next 14 days: upcoming anniversaries to schedule appreciation.
Remote Work / Working Outside the Office
Daily: who’s working remotely today for meeting and collaboration planning.
Weekly (Mondays): this week’s remote-work schedule for hybrid coordination.
Important Dates in the Employee Profile
Monthly (1st): The system reviews employee records and highlights dates that will occur in the next 30 days. This helps HR teams notice upcoming deadlines early and prepare any required actions. These dates can relate to many types of employee information, such as the end of a probation period, expiring certificates, occupational health examinations, contract end dates, work permits, or other documents that must stay valid.
Weekly (Mondays): The system also sends a reminder about dates coming up in the next 7 days. This short-term alert helps teams react on time and avoid last-minute work. For example, it can be used to prepare a contract extension, schedule an occupational health check-up, renew mandatory training, or follow up on documents that are about to expire.
When can this notification be helpful?
keeping track of occupational health check-ups (initial, periodic, or follow-up exams)
monitoring contracts and probation periods
remembering about mandatory training, such as health and safety courses
tracking the validity of certificates, licenses, or professional qualifications
monitoring visas, residence permits, or work permits for international employees
checking role-specific documents, for example driver’s licenses for employees who drive as part of their job
In order to define such notifications, follow the steps below:
Go to Configuration → Notifications → choose a subject of a notification → Configure.
Define a data range.
Data range defines the period the system checks when generating group notifications. Based on the selected range, the system looks for events such as absences within the upcoming days and sends the relevant notification.Available options
1 day (today) — the system checks data only for the current day.
2 days (today and tomorrow) — the system checks data for today and tomorrow.
7 days — the system checks data for the next 7 days.
14 days — the system checks data for the next 14 days.
1 month — the system checks data for the next month.
Choose notification about all employees in the organization or one/many teams.
Decide where you would like to get such notification. You can choose an email address, Slack channel or MS Teams channel.
The next step is to define a frequency of getting the notification.
The Frequency fields define how often group notifications are sent. This setting consists of two fields: the first field specifies the day on which the notification is sent, and the second field specifies the time.Available options
Day field — select when the notification should be sent:
One of the weekdays — sends the notification on the selected weekday.
Every day — sends the notification daily.
1st day of the month — sends the notification on the first day of each month.
Time field — specify the hour at which the notification should be sent.
Finally, Save the changes.
Example:
Note: If you would like to get notifications to Slack or MS Teams channels, first turn on the integration.
Real-time notifications about clock in/out and breaks
In Calamari, you can get notifications when your colleagues are clocking in/out or marking breaks.
In order to set up such notification:
Go to Configuration →Notifications → choose a subject of a notification (Clock in/out or Breaks)→ Configure.
You can choose to receive notifications about all employees or specific teams
Then, you need to decide where you would like to get such a notification. You can choose an email address, Slack channel or MS Teams channel
Save the changes
Example:
Note: If you would like to get notifications to Slack or MS Teams channels, first turn on the integration.
🆕 Configuration of group notifications delivery to a selected MS Teams channel (NEW method of configuring group notifications replacing webhooks).
The Calamari bot needs to be added to the team to configure the new notification delivery method. Below are the instructions on how to do this:
You need to click the Add button under the team dropdown list (in Calamari under group notifications settings):
We will be redirected to the Teams app. Teams will open with the Calamari app popup.
You need to click the downward arrow on the purple 'Open' button next to the Calamari logo, and then the option 'Add to team' will appear.
A screen will appear that allows you to select the channel to which you want to add the bot.
Refresh the notifications screen in Calamari, and you should be able to configure the new method of sending notifications.
Below is a helpful video:
Check also: