Paycircle Ideas Portal
It would be very useful if Paycircle could include an automatic Out-of-Office (OOO) notification feature linked to client assignments.
When a payroll administrator or assigned contact is marked as being on annual leave, sickness absence, or unavailable, and a client submits a query, raises a ticket, or tags that employee, Paycircle could automatically send a notification to the client advising that the contact is out of office.
The notification could be configurable to:
Apply to all clients or selected clients only.
Display the expected return date.
Provide details of an alternative contact or team mailbox.
Include a custom message based on the type of absence.
Trigger automatically when the client tags or contacts the unavailable employee.
Benefits:
Improves client communication and transparency.
Reduces client frustration when responses are delayed.
Ensures clients know who to contact during absences.
Helps maintain service levels and response times.
Reduces the need for manual out-of-office emails.
Example Message:
"Thank you for your query. Your usual payroll contact is currently out of office until 15 November 2026. For urgent payroll matters, please contact payrollteam@company.com or raise a ticket with the Payroll Team."
This feature would provide a much better client experience and ensure continuity of service during employee absences.
| Describe the Challenge | Clients often send queries directly to their assigned payroll contact. When that employee is on annual leave or otherwise unavailable, clients may not be aware of this and continue to wait for a response. This can lead to delays, duplicate follow-ups, and a poor client experience. Paycircle currently relies on manual out-of-office communications, which may not always reach clients at the point they submit a query. An automated out-of-office notification system linked to client assignments would ensure clients are immediately informed of the employee's absence and directed to an alternative contact or team mailbox. |
