RELEASE NOTE ON QUARTERLY LEAVE REMINDER MARCH 2026 V 1:1

This release introduces an Automatic Quarterly Leave Reminder that encourages employees to utilize their Annual Leave throughout the year. Unlike the existing "Nudge Employees" feature which requires admin configuration, this new system operates fully automatically, sending friendly reminders to all employees four times per year via in-app notification, email, and WhatsApp (where available). This enhancement promotes employee wellbeing by encouraging regular time off without adding any administrative burden.

What's New:

All employees will now receive automatic reminders to use their Annual Leave at the end of each quarter (March 31, June 30, September 30, and December 1). These reminders are sent via in-app notification, email, and WhatsApp (if enabled for your organization) at 11 AM on each reminder date.

The system operates completely automatically — no admin setup, configuration, or management is required.

This feature is separate from and independent of the existing "Nudge Employees" feature, and focuses exclusively on Annual Leave to keep messaging simple and relevant.

Why It Matters:

Taking regular breaks is essential for employee wellbeing, productivity, and work-life balance. However, many employees forget to plan their annual leave or put it off until late in the year, sometimes resulting in unused leave days being forfeited.

While the existing "Nudge Employees" feature allows admins to manually configure leave reminders, it requires setup, threshold configuration, and ongoing maintenance, which means some employees may never receive reminders if their admin hasn't enabled it.

With this new automatic quarterly reminder, every employee across all organizations using SeamlessHR will receive consistent, timely encouragement to take time off and recharge.

There's no admin work required, no thresholds to configure, and no risk of employees being overlooked. The system simply reminds everyone to check their Annual Leave balance and plan some rest — helping employees stay refreshed and organizations reduce unused leave liability.

Available To: All Employees with Annual Leave policies

How It Works:

Reminder Schedule You'll receive reminders four times throughout the year:

Q1 Reminder: March 31
Q2 Reminder: June 30
Q3 Reminder: September 30
Q4 Reminder: December 1

All reminders are sent at 11 AM.

What You'll Receive:

In-App Notification Template:

Time to Take a Break!

You have unused days of Annual Leave available. Remember to plan some time off to rest and recharge.

[View Leave Balance]

Email Template:

Subject: Reminder: You Have Unused Days of Annual Leave Available

Hello [Your Name],

This is a friendly reminder to check your Annual Leave balance and plan some time off. Taking regular breaks helps you stay refreshed and productive.

Your Current Annual Leave Balance: [X] days

We encourage you to use your leave days for the year.

Ready to plan your next break?

[Apply for Leave Now]

If you have any questions about your leave balance or need assistance, please contact your HR team.

Best regards,

[Company Name] HR Team

WhatsApp (if enabled for your organization) Template:

Hi [Your Name]

Quick reminder: You have unused days of Annual Leave available!

Don't forget to take time off to rest and recharge.

Click here to apply for leave: [Link to Leave Dashboard]

Important Notes:

These reminders are only for Annual Leave or any Leave type that has "Annual" in the title - Users won't receive automatic quarterly reminders for other leave types like Sick Leave or Casual Leave
This is a system-wide automatic feature - it doesn't require any action from your admin and cannot be disabled
This feature is separate from "Nudge Employees" - if an admin has configured custom nudges, employees would receive those in addition to these quarterly reminders
WhatsApp notifications are only sent if your organization has WhatsApp integration enabled