Understand workforce rota email content and privacy
Review the v1.3.0 published, weekly, amendment, cancellation and RTW email headings while keeping protected HR data out of messages.
Exact navigation Admin Area → Human Resources → Workforce Rota & Notifications
Code-backed scope These instructions follow Human Resource Management v1.3.0. Use only controls visible to your permission level and confirm the saved record or audit entry after every action.
What you need before you start
- Access to Admin Area → Human Resources → Workforce Rota & Notifications.
- The Human Resource Management: View capability or administrator access.
- The correct employee, record, period or authorised evidence.
How to do it
- Configure authorised recipients.
- Send a controlled test event.
- Review the subject, rota table, version, reason and changes.
- Confirm no protected identity, share-code, bank or onboarding answer is included in RTW notifications.
What the module checks
- Subjects identify rota reference, week and version.
- Amendments include reason/change summary; cancellations state the whole rota is cancelled.
- Sender uses global smtp_email, falling back to companyemail, and company name.
What happens next
The module saves the permitted change and records the resulting status, version, delivery or synchronisation evidence. Reopen the relevant register and verify it.
Troubleshooting
- If the control is missing, confirm the required HRM permission and module version 1.3.0.
- If saving fails, correct the exact field or state named in the validation message.
- If an email/automation is missing, review the module delivery/audit log and host cron/mail settings.
HR data safety Restrict identity, right-to-work, payroll, bank, health, disciplinary and document information to authorised staff. Do not place protected values in free-text notes, email recipients or screenshots.
Browse connected topics: rota distribution notifications