16 Best Practices for Customizing Concur Email Notifications

When it comes to managing business travel and expenses, Concur offers powerful tools for streamlining processes. One of the most useful features is the ability to customize email notifications. By tailoring these notifications, you can ensure that the right information reaches the right people at the right time. Here are 16 best practices for customizing Concur email notifications to enhance your travel and expense management workflow.

1. Identify Key Stakeholders

Before customizing your notifications, identify the key stakeholders who need to receive them. This could include approvers, travelers, and finance teams.

2. Understand Notification Types

Familiarize yourself with the different types of notifications Concur offers. These can range from travel booking confirmations to expense report approvals.

3. Set Clear Notification Purposes

Determine the purpose of each notification. Whether it's to inform, remind, or request action, clarity on the objective will help you craft effective messages.

4. Use Templates Wisely

Concur allows you to create templates for your notifications. Utilize these to maintain consistency and professionalism in your communications.

5. Personalize Content

Make your notifications more relevant by personalizing the content. Use merge fields to insert traveler names, trip details, or expense report information dynamically.

6. Optimize for Mobile

Ensure that your notifications are mobile-friendly. Many users check emails on their smartphones, so it's crucial that your messages display correctly on smaller screens.

7. Test and Refine

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Send test notifications to yourself or a colleague to check for formatting, links, and readability. Use this feedback to refine your templates before rolling them out to a wider audience.

8. Keep It Brief

Notifications should be concise and to the point. Avoid lengthy text that might overwhelm the reader.

9. Use Clear Call-to-Actions

Include a clear call-to-action in your notifications, such as "Approve Expense Report" or "Review Travel Itinerary". This helps recipients understand what they need to do next.

10. Consider Time Zones

When scheduling notifications, consider the time zones of your recipients. Avoid sending emails at inconvenient hours, such as the middle of the night.

11. Link to Relevant Resources

If a notification requires additional context, include links to relevant resources or documents. This could be a travel policy, expense guidelines, or a FAQ section.

12. Track and Analyze

Monitor the performance of your notifications using analytics tools. This data can help you understand which notifications are most effective and which need improvement.

13. Comply with Regulations

Ensure that your notifications comply with any relevant data protection regulations, such as GDPR. This includes obtaining consent for email communications and securing personal data.

14. Provide Options for Unsubscribing

Respect user preferences by providing an unsubscribe option in your notifications. This allows recipients to opt-out if they find the emails unhelpful or too frequent.

15. Regularly Update Templates

Review and update your notification templates periodically. As your business evolves, so should your communication strategies.

16. Seek Feedback

Encourage feedback from recipients on the effectiveness of your notifications. This input can be invaluable for further optimizing your email communications.

By following these best practices, you can ensure that your Concur email notifications are targeted, relevant, and actionable. This not only improves internal communication but also enhances the overall efficiency of your travel and expense management processes.