Introduction

Recognising employee birthdays and work anniversaries plays an important role in building a positive workplace culture and improving employee engagement.

uKnowva HRMS makes this easy by offering the Birthday and Work Anniversary Notifier extension, which automatically sends notifications and emails for these special occasions.

By configuring this plugin correctly, organisations can ensure timely reminders, personalised messages, and consistent celebrations across user groups.

This article explains how to configure the Birthday and Work Anniversary Notifier plugin in uKnowva HRMS in a simple and structured way.

Step 1: Install the Birthday and Work Anniversary Notifier Extension

Before starting the configuration, make sure the Birthday and Work Anniversary Notifier extension is installed in your uKnowva HRMS instance.

If the extension is not already installed, you can install it by visiting here.

Once the extension is installed successfully, you can proceed with configuring its settings.

Step 2: Access the Plugin Manager from the uKnowva Configuration

A list of options will appear. From this list, select uKnowva Configuration to open the system configuration area.

From the side navigation panel, click on Plugin Manager.

In the Plugin Manager, locate the Birthday / Work Anniversary Notifier plugin.

You can either scroll through the list or use the search bar to find it quickly. Once you locate the plugin, click on it to open the configuration screen.

Step 3: Configure Applicable User Groups and Notification Templates

It will open the configuration page.

On the plugin configuration page, begin by selecting the Applicable To field, where you can choose the user group for which birthday and work anniversary notifications should be enabled.

This ensures that notifications are sent only to relevant users based on organisational structure.

Next, move to the Notifications section, where you configure templates for different occasions such as birthdays and work anniversaries.

For each template, start by selecting the Notification Type, choosing whether the message should be sent as an email, an in-app notification, or both.

In the Use For field, enter the text that defines the purpose of the notification, which will appear in both notifications and emails.

Select the Community Field to fetch the relevant date, such as date of birth or date of joining, from the user’s profile.

Decide whether the notification should be sent directly to the user by selecting Yes or No under the notify-to-user option.

You can also choose whether ex-employees should receive notifications by enabling or disabling the Notify Ex-Employees option.

To expand the reach of notifications, you can select additional community fields that determine who else should receive alerts.

You can also configure Email CC and Email BCC fields if required.

In the Email Subject field, define the subject line of the email.

You can use placeholders such as [name], which will automatically be replaced with the user’s name when the email is sent.

Next, enter the User Notification Message, which is the message displayed to users within the platform.

Then select an Email Template, which determines the design and structure of the email sent for the occasion.

Finally, choose who should be notified about the user’s birthday or anniversary. Options include colleagues, immediate managers, all managers, combinations of colleagues and managers, all uKnowva-enabled users, or no additional users at all.

Step 4: Manage Multiple Templates and Reminder Timing

If you want to add more notification templates for different scenarios, click on the plus (+) icon to create additional templates.

If you need to remove any existing template, click on the bin icon available at the end of that template row.

After configuring templates, set the Send Reminders After time. This defines when the reminder notifications should be sent on the day of the birthday or anniversary.

It is recommended to keep this time close to your office start hours. For example, if employees typically start work at 9:00 AM, setting the reminder time around 7:00 AM ensures notifications are delivered before the workday begins.

Once all configurations are complete, click on the Save button to apply the changes. If you do not want to proceed with the configuration, click on Cancel to discard the changes.

Conclusion

That’s it!

You’ve now successfully configured the Birthday and Work Anniversary Notifier in uKnowva HRMS.

By following this process, you ensure that important employee milestones are recognised automatically through timely notifications and personalised messages.