Time-based Audiences

Time-based audiences let you target employees based on time-sensitive HR attributes — new joiners, employees with birthdays today, or employees celebrating a work anniversary today. These audiences power recurring, automated notifications without any manual list maintenance.

Introduction

There are two ways to use time-based targeting in Leena AI:

• Saved audience: "Joined in last N days" — created in the Audience builder and reusable across the dashboard.
• Notification presets: "Birthday Today" and "Work Anniversary Today" — selected directly when composing a notification, evaluated dynamically each time the notification runs.

Prerequisites

Before you begin, ensure that:

• You have access to the Unified Dashboard with permissions to manage Audiences and/or Notifications.
• Employee profiles have Date of Joining (DOJ) and/or Date of Birth (DOB) populated. Employees with missing values will be excluded from the corresponding audience.
• Employee timezone is configured (recommended). When timezone is missing, the system falls back to the admin timezone.

Part 1: Create a "New Joiners" Audience

Use this when you want a saved audience that always reflects employees who joined in the last N days.

Step 1: Open the Audience builder

1. Navigate to Settings → Bot Users → Audience.
2. Click + Create Audience.
3. Choose Custom group as the audience type.

Step 2: Configure the time-based filter

1. In the filter row, select the field Joining Date.
2. Choose the operator in last N days.
3. Enter the value of N (allowed range: 1 to 365). For example, enter 30 to target employees who joined in the last 30 days.

Step 3: Preview and save

1. Review the audience preview. If some employees are excluded due to a missing Date of Joining, a warning message will be displayed in the preview.
2. Give the audience a clear name (e.g., "New Joiners (Last 30 Days)").
3. Click Save.

The audience is now reusable across the dashboard — including in Notifications via the "Pick Audience" option.

📘

Window definition

"Joined in last N days" uses calendar days in the admin timezone. The window includes today and the previous N–1 days (inclusive).

Part 2: Use Birthday & Work Anniversary Presets in Notifications

Birthday Today and Work Anniversary Today are not saved audiences — they are built-in presets selected at notification compose time. Recipients are evaluated dynamically each day the notification runs.

Step 1: Create a notification

1. Navigate to Notifications → + Create Notification.
2. Choose the notification type — Bot, email, WhatsApp, or SMS.
3. Compose your message content as usual.

Step 2: Select the audience preset

1. In the audience selector, choose either Birthday Today or Work Anniversary Today.
2. These presets sit alongside Everyone, Activated, Not Activated, and Pick Audience.

Step 3: Set up recurrence and delivery

1. Enable Recurring scheduling and set frequency to Daily.
2. When you select either preset, timezone-aware delivery is automatically set to ON — each employee receives the message at their local time.
3. Set the local-time hour at which you want the notification delivered (e.g., 9:00 AM employee local time).
4. Click on “Save and Create” (or “Send” in case of email notification).

💡

Tip

Test your message content with a manual one-time send to "Pick Audience" containing just yourself before scheduling the recurring run.

How Recipients Are Determined

Each time the notification runs, the system identifies recipients based on these rules:

Frequently Asked Questions

Why don't I see "Birthday" or "Anniversary" in the Audience builder?

These are not saved audiences. They are built-in notification presets — available only in the audience selector when you create a notification. This is by design: their membership changes daily and is calculated at execution time.

Can I set N greater than 365 days for "Joined in last N days"?

No. The supported range is 1 to 365 days strictly.

What happens to employees whose timezone is missing?

Their notifications fall back to the admin timezone. The notification still gets delivered — just at the admin's local time rather than the employee's. We strongly recommend syncing employee timezone via your HRMS for the best experience.

Will employees with a Feb 29 birthday miss their notification in non-leap years?

No. In non-leap years, Feb 29 birthdays and joining dates are automatically rolled to March 1 (in the employee's timezone), ensuring nobody is missed.

How does Work Anniversary handle rehires?

Work Anniversary always uses the employee's most recent Date of Joining. If an employee left and was rehired, their anniversary is calculated from the rehire date, not the original joining date.

What if an employee's DOJ or DOB is missing in the system?

They are silently excluded from that day's recipient list. Warning message regarding the same is shown during audience creation on the UI.

Can I combine "New Joiners" with other filters?

Yes. The Audience builder supports compound filters. For example, you can build "Joined in last 30 days AND Department = Engineering" and save it as a single audience.