Batch jobs in SelectHR allow you to send automated emails or alerts based on key dates, such as upcoming birthdays or length of service reminders. They help reduce manual admin by ensuring the right people are notified at the right time.
⚠️ Important: This is a complex configuration that should only be completed by users with detailed knowledge of SelectHR and its database structure.
This is not covered by standard support. It is considered a configuration change request.
If you'd like training or consultancy for this, speak to your account manager or raise a case online to request their contact details. This may incur additional costs.
Prerequisites
To follow this guide, you’ll need:
A working knowledge of SQL and the SelectHR database structure.
Access to the Admin Tool.
A plan for your batch job, including:
What the job is for (e.g. reminder for Fixed Term Contract ending).
Who should receive notifications (e.g. HR, Manager, Employee).
The date field the job uses (e.g. contract end date).
Frequency (e.g. daily).
Email content and required merge fields.
Create the batch job
In the Admin Tool, click Batch Jobs.
Click Create a new batch job.
Enter a name using this format:
[Organisation initials] – [Type] – [Purpose]
Example:TAG – Employee – FTC ending in 6 weeksAdd a clear description.
Leave the Locked option unticked.
Set the data source
Click Change next to Data Source.
Choose the SelectHR database.
Select the authentication method (Windows or SQL Server).
Enter the credentials if required, then click OK.
Drag the required table(s) or view(s) into the window.
Create joins as needed.
Select all required fields:
Date field for the reminder
Merge fields for email
At least one key field
Select the primary key (e.g. Person Number) and click Key Field.
Click OK through each window until complete.
Link the key field
In View Properties, double-click the key field.
Click Change next to Reference.
Select the appropriate table:
Person Number:
SelectHR\Person.DetailsAppointment Number:
SelectHR\Employee.Appointment HistoryCareer Number:
SelectHR\Employee.Career HistoryAbsence Number:
SelectHR\Absence.History
Click OK through each window.
Add the email notification
Expand the Messages section.
Click Add, then choose Mail Message.
Enter a description, e.g.
Email to Manager.Select the Window Field (the date field you’re using).
Set Window Start and Window Finish, e.g.:
Window Field: Start DateWindow Start: 1 month beforeWindow Finish: 2 weeks before
Valid entries: 1 week before, 2 weeks before, Today, Tomorrow, 1 week after, etc.
Set Processing Frequency, e.g.
Daily,1 week,1 monthSelect Next Process Date and time (outside working hours is ideal)
Enter the email Subject and Body
Use Merge Data to insert fields (e.g. employee name, dates)
Add recipients
Ensure the data source includes Person Number linked to SelectHR\Person.Details.
In the Recipients section, click Add.
Choose recipient type:
Returned in notification data: a user found by the batch job
Evaluated from notification data: e.g. the manager of the employee
Specific people: users in the system
Another email address: enter manually
Complete the required picklists and click OK
Repeat to add more recipients as needed
🤓 Tip: If you change the data source later, delete and recreate the message and recipients to avoid errors.
Test the batch job
Always test in a non-live environment first.
Ensure the batch job, message, and email are enabled.
Confirm there is at least one test record within the window range.
In Mail Message, set Next Process Date to yesterday.
Save and click Execute the selected batch job.
The job will now run and send emails based on your configuration.