Enhancing Employee Communication with Alerts

Moderator

Lacey Partipilo
VP, Client Success
Xenium HR

 

Speakers

 

Aaron Cushman
HRIS Supervisor
Xenium HR

How to Create and Manage Employee Portal Alerts in Prism

Objective

This SOP explains how to create, configure, activate, and monitor employee portal alerts in Prism. It covers both simple informational alerts and alerts that require employees to review and sign an attached document.

Key Steps

1. Access the Manager Tools and open Employee Communication 4:17

• Log in to the employee portal.
• Switch from the Employee tab to the Manager tab at the top of the screen.
• Open the Employee Communication folder.
• Use this area to create and manage employee alerts.

 

2. Create a segment to define the alert audience 5:11

• Click Add to create a new segment.
• Enter a clear segment name that describes the audience.
• Choose whether the segment applies to:
  
  
  • Managers only
  • Employees by status (for example, active employees)
  • Specific locations
  • Specific groups such as departments, divisions, projects, or shifts
  • Specific individual employees
• Save the segment.
• Note: a segment is required for every employee alert.

 

3. Create a basic informational alert 7:11

• Return to Employee Communication and open the Alerts screen.
• Click Add to create a new alert.
• Keep the alert inactive while building it.
• Do not attach a document for a simple informational alert.
• Use this type of alert for announcements such as company events or general notices.

 

4. Set the alert display behavior 7:50

• Choose how the alert should appear to employees:
  
  
  • On every login: shows until acknowledged
  • Mandatory: must be acknowledged before entering the portal
  • Optional: can be bypassed and will not reappear if ignored
• Select the behavior that matches the importance of the message.
• For a general announcement, optional display may be appropriate.

 

5. Customize the alert content 8:56

• Open the Content tab.
• Select an icon if desired.
• Enter a header title.
• Adjust text color and icon color if needed.
• Write the main body message.
• Add English and Spanish versions if needed.
• Name the acknowledgement button (for example, “OK”).
• Add a footer message if desired.
• Remember: Prism does not auto-translate content; Spanish text must be entered manually.

 

6. Assign the segment and preview the alert 10:21

• Open the Segments tab.
• Select the segment created earlier.
• Review the segment details to confirm the correct audience.
• Use Preview to verify the alert layout before activation.
• Confirm the header, icon, body text, acknowledgement button, and footer display correctly.

 

7. Activate the alert and set timing 11:00

• Mark the alert as Active when ready to publish.
• Optionally schedule a start date and end date.
• Leave the end date blank if the alert should remain open-ended.
• Save or create the alert.
• Log out and back in as needed to confirm the alert appears to employees.

 

8. Review employee interaction and activity 12:20

• Open the alert again and go to the Activity tab.
• Review who has:
  
  
  • Viewed the alert
  • Acknowledged the alert
• Click the view count for more detail on when the alert was displayed and acknowledged.
• Use the Report Center for broader reporting and exportable alert activity data.

 

9. Create a document-based alert for handbook acknowledgment 13:36

• Reuse an existing segment or create a new one if needed.
• Go to Alerts and click Add for a new alert.
• Inactivate any previous test alert if necessary.
• Enter a clear alert name, such as New Handbook.
• Check the Documents option so the alert includes a document workflow.

 

10. Configure the document alert display and message 14:23

• Set the display behavior, such as On every login, so employees see the alert until they acknowledge it.
• Open the Content tab.
• Add an icon and a short message instructing employees to review and acknowledge the handbook.
• Set the acknowledgement button text (for example, OK, Proceed).
• Leave the footer blank if no footer message is needed.

 

11. Attach the document and configure electronic consent 15:39

• Open the Documents tab.
• Enable electronic consent if employees must sign electronically.
• Attach the handbook or other document from Document Management.
• Expand the document details after attaching it.
• Review or edit the document header, body text, and acknowledgement button.
• Check Require Signature.
• Select the folder or category where the signed document should be stored.
• Enter the signature line text shown to the employee.

 

12. Preview, activate, and test the document workflow 18:12

• Use Preview to confirm the full workflow:
  
  
  • Alert message
  • Electronic consent screen
  • Document display
  • Signature prompt
• Activate the alert when the workflow looks correct.
• Leave the alert running indefinitely if employees need ample time to complete it.
• Log back in as a test user to verify the employee experience.

 

13. Confirm signed document storage and reporting 20:39

• Open the alert’s Activity tab to confirm who viewed, acknowledged, and signed.
• Review the detailed event log for timestamps and completion status.
• Use the document link to open the signed file in the employee documents folder.
• Confirm the signed document is stored in Document Management.
• Use Report Center for exportable reporting across multiple employees.

 

14. Communicate limitations and operational expectations 22:52

• Inform users that employees cannot view past alerts after acknowledging them.
• Explain that employees who bypass an alert may see it again only if it is set to display on every login.
• Clarify that client contacts are not automatically notified when an employee acknowledges or signs an alert.
• Direct users to the Activity tab or Report Center for tracking.

Cautionary Notes

• Prism does not auto-translate alert content; Spanish text must be entered manually if needed.
• Employees must log in to the portal to see alerts; alerts are not delivered by email.
• If a document is required, it must be available in Document Management before it can be attached.
• Employees generally cannot access past alerts after they have acknowledged them.
• If you need a record of acknowledgements or signatures, use Report Center for exportable data.
• If the alert is important, consider pairing it with a separate email campaign to drive portal logins.

Tips for Efficiency

• Reuse the same segment for multiple alerts when the audience is the same.
• Use Preview before activating to catch formatting or content issues early.
• Keep alert text concise so employees can quickly understand the action required.
• Use On every login for reminders that must remain visible until completed.
• Use the Activity tab for quick individual review and Report Center for broader reporting.
• Store signed documents in a consistent folder structure to make retrieval easier later.

Link to Loom

https://loom.com/share/e38bc0e797244890a18c136e58545813