Keep track of important employee obligations β medical check-ups, Training, certificate or visa expirations. Speybl will automatically notify you and your employees in time and, if connected to training, complete the entire process itself.
π What is it for?
The module serves as a central record of periodic or one-time obligations of employees. The system monitors deadlines for you and sends notifications before they expire.
βοΈ How to set up Deadline Tracking
Go to the Training and Appointments section β Appointment Tracking
Click + to create a new watch
Fill in:
Title β what you are monitoring (e.g. "Intake Medical Examination")
Recurrence type β One-time or Periodic (e.g. every 12 months)
Start date β when the term starts
Period and unification β see below
π Period and term unification
With periodic monitoring, you choose whether each employee will have their own cycle or whether they will all be united on one fixed date.
Example without unification: Peter started in March, his inspection is repeated every year in March. Jana started in September, her inspection is repeated in September. Everyone has a different date.
Example with unification on January 1: Peter joined in March β he will first complete the inspection upon joining, and from that moment on, his date will be unified on January 1. Likewise, Jana, who joined in September β will complete the inspection immediately after joining, and her date will also be moved to January 1. The system will therefore not start counting the annual cycle from the date of unification, but only after the first fulfillment β no one will be left without a confirmed date. HR then processes the inspections of all employees at once every year in January.
π₯ Employee Assignment
In the deadline monitoring Settings , you choose which employees it applies to β select specific individuals, a team, or the entire company. Each employee then has their own completion status.
π Link to training and test
In the appointment tracking detail, you can set specific Training and test. After connecting Speybl:
Employees will be sent a notification 30 days before expiration with a request to comply
The employee's profile will display what Training and test they need to complete.
After successfully completing the Training and test, the system automatically marks the deadline as completed β without the need for manual HR intervention
π Alerts and Notifications
In the babysitting Settings , you choose:
Who the Notifications goes to β the employee, the manager, or both
How far in advance β how many days before expiration should the notification come?
Channel β email, in-app notification, or both
When connected to training, a fixed Notifications applies 30 days before expiration.
π Overview and records
In the Deadline Tracking section, you can see a table of all employees and the status of each appointment β fulfilled, not fulfilled, approaching the end. Fulfillment without linked Training is confirmed manually by HR: appointment detail β relevant employee β click fulfilled.
π‘ Tips
Use periodic monitoring for legal obligations (entry and periodic inspections, health and safety Training)
Link the appointment to training and testing β HR doesn't have to manually confirm, the system will handle it itself
Consolidating deadlines to a fixed date is beneficial for larger teams β you tackle all responsibilities at once, not continuously throughout the year