Contact Information and Reachability

See what employee data Retain receives from your HRIS, and how it decides who it can reach.

Retain receives a data file directly from your HRIS, including the email address and cell phone number in each employee's record. Your HRIS is the source of this data — for how the connection works, see About HRIS and Employee Data.

Employees can set how Retain contacts them in their Employee Profile, which they reach from their profile access card or the automatic Welcome to Retain message — even if a different email or number is in your HRIS file. For what they can change, see Can an employee exclude their email and/or phone number so that Retain won't use it?

How Retain Decides What's in the Report

The Contact Information report reflects whether Retain can actually reach each employee right now. Retain starts with the email and phone number from your HRIS file, then looks at the state of each one:

• If a method is valid and usable, the employee is reachable by it.
• If an email bounces or a number is bad, Retain marks it undeliverable and stops using it.
• If an employee has opted out of a method, Retain won't use that one either.
• If an employee hasn't set up their profile, Retain flags that too.

From there, you can filter the report to the groups that need attention — like employees Retain can't reach, employees with contact-information issues, or employees who haven't set up their profile — so you know who to follow up with.