Birthday Notifications let your team celebrate each employee's birthday with a friendly message sent through Slack, Microsoft Teams, or email. Admins create the notification once, pick the audience and the time it goes out, and Vacation Tracker handles the rest on the day. Employees who'd rather keep their birthday private can opt out from their own Account Settings.
At the top of the page, click New Notification, then choose Birthday Notifications from the dropdown.
Fill out the form (see the field reference below).
Click Create Notification at the bottom. The notification appears on the Team Notifications list, ready to fire on the next birthday.
Team Notifications page with the New Notification dropdown open, showing Daily/Weekly Notifications, Birthday Notifications, and Anniversary Notifications (Coming soon)
Form Fields
Notification Settings
Notification Name: required. A label for the notification on the Team Notifications list. Pick something your team will recognize.
Apply to all users?: Yes / No. Select Yes to celebrate everyone in the workspace. Select No to narrow the audience by Location, Department, or Label.
Schedule & Delivery
Send at: required. Pick the time of day the message goes out, plus the timezone.
Send via: pick the channel where the message will be posted. Available channels depend on your workspace integration (Slack channel, Microsoft Teams channel, or email distribution).
Notification language: required. Sets the language of the message Vacation Tracker sends.
Send on weekends / non-working days: Yes / No. If set to No, birthdays that fall on a non-working day are announced on the employee's next working day instead.
3-day Heads-up (Optional)
3-day advance reminder: pick a list of people who'll get a private heads-up three days before each birthday, via their default communication channel. Useful for managers or anyone who wants to prepare a card, gift, or shout-out in advance.
Users decide whether to be included
Even after you create the notification, every employee controls whether their own birthday is announced. They can turn Announce my birthday on or off in their Account Settings at any time. See How Do I Give Consent for Birthday Notifications?
Common Questions
No. Once you create the notification, each employee chooses whether to be included from their own Account Settings. Vacation Tracker only sends a birthday message for employees who have Announce my birthday set to Yes.
Yes. Set Apply to all users? to No and the form lets you filter by Location, Department, or Label. Useful when you want a regional office to celebrate independently, or when only one Department uses the notification.
Use the Send on weekends / non-working days toggle. Set to Yes, the message is posted on the actual birthday no matter what day it is. Set to No, the message is held and posted on the employee's next working day instead.
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