Maternity Leave Checklist

Steps to Make the Process Ridiculously Amazing For Our Client

Speak to team lead 1 month before maternity leave about task delegation and making the employee aware of turning off items below. Maternity video https://www.loom.com/share/924634036c064a45a2bf66eda9443a5c

Vonage

• Make sure that user’s voicemail and greeting in vonage is already updated.

Refer to this link how to set up. 

Operations will send an email to the Employee and Team Lead to remind this.

Gmail

• Make sure out of office email on 

• Make sure email delegation is on 

How to set up Out of Office email

How to do email delegation:

1. Open Gmail of the person on leave. 

2. In the top right, click Settings and then See all settings.

3. Click the Accounts and Import or Accounts tab.

4. In the "Grant access to your account" section, click Add another account. 

5. Enter the email address of the person you want to add. 

6. Click Next Step and then Send email to grant access.

The person you added will get an email asking them to confirm. The invitation expires after a week.

If you added a group, all group members will become delegates without having to confirm. 

Note: It may take up to 24 hours for the delegation to start taking effect.

Calendly

• Disable user from Calendly so no one can make an appointment with them

How to disable Calendly appointment bookings:

1. Go to Calendly and login using Sir Carlo’s account.

2. Click My Calendly and select the User 

3. In the Event Types, click the setting and check the On/Off toggle in the end.

4. Make sure the toggle is turned OFF

5. Check https://calendly.com/streetsmart to see if this is reflected and that booking for the person on leave is already unavailable.

Ezlynx

• Have the department monitor and take tasks from that person

• If sales producer get a backup from team lead and tell them to take over any old Salescenter leads 

HR

Make sure to note the Effective Date of the Maternity Leave.

• Alert payroll company of this Matt - matt@sharppayrollservice.com

• Alert healthcare company of this Steve - Steven.Paragone@nbsllc.com

• Check current license status provide to team lead SIRCON 

Important Announcement 

• Make important announcement that said person is out on Maternity leave and who to contact with any questions 

• Email team lead results of this

Email Templates to the employee

Email 1 (Before Maternity Leave):

Subject: Preparing for Your Maternity Leave

Hi Maria,

Congratulations again on your upcoming maternity leave! To ensure a smooth transition while you're away, please take a few moments to complete the following:

• Gmail:

  • Turn on your out-of-office reply: [Link to Gmail Out-of-Office Instructions]

  • Set up email delegation so the team can access your inbox if needed: [Link to Gmail Delegation Instructions]

• Vonage: Turn on your Vonage out-of-office message: [Link to Vonage Out-of-Office Instructions]

• Google Calendar: Update your Google Calendar availability to prevent clients from booking appointments during your leave: [Link to Google Calendar Availability Instructions]

Please let me know if you have any questions about these steps. We want to make sure everything is set up for you to have a relaxing and worry-free leave.

We're looking forward to welcoming you back!

Best,

[Your Name]

Email 2 (After Maternity Leave - Welcome Back):

Subject: Welcome Back, Maria!

Hi Maria,

Welcome back! We hope you had a wonderful maternity leave and enjoyed this special time.

We're so happy to have you back on the team. To get you back up to speed, let's take care of a few things:

• Gmail:

  • Turn off your out-of-office reply.

  • Review and adjust your email delegation settings as needed.

• Vonage: Turn off your Vonage out-of-office message.

• Google Calendar: Restore your regular Google Calendar availability.

Let's schedule a brief meeting to discuss any updates from your time away and how we can best support you as you transition back into your role. Please let me know what time works best for you.

We're thrilled to have you back!

Best regards,

[Your Name]

Email to clients

Email 1 (English):

Subject: Important Update Regarding Your Insurance Needs

Dear [Client Name],

I am writing to inform you that Maria Sanchez is currently on maternity leave. During this time, I want to assure you that your insurance needs will be handled seamlessly.

If you have any questions, please call our office at 732-462-8343. Our team is fully aware of your account and ready to assist you.

I appreciate your understanding.

Sincerely,

Jake [Last Name]

Email 2 (Spanish):

Subject: Actualización Importante Sobre Sus Necesidades de Seguro

Estimado(a) [Client Name],

Le escribo para informarle que María Sánchez se encuentra actualmente en licencia de maternidad. Durante este tiempo, quiero asegurarle que sus necesidades de seguro se atenderán sin problemas.

Si tiene alguna pregunta, llame a nuestra oficina al 732-462-8343. Nuestro equipo está completamente al tanto de su cuenta y listo para ayudarle.

Agradezco su comprensión.

Atentamente,

Jake [Last Name]

Intranet Post (Long-Form - for company intranet)

Subject: Maria Sanchez Maternity Leave Coverage

Dear Team,

As you know, Maria Sanchez has begun her maternity leave. We wish her all the best during this special time!

To ensure seamless service for our clients during Maria's absence, we have implemented the following coverage plan:

• Commercial Lines: For any inquiries related to Maria's Commercial Lines clients, please contact the Commercial Lines Team. They are fully briefed and prepared to assist you.

• Personal Lines: For any inquiries related to Maria's Personal Lines clients, please contact the Personal Lines Team. They will be happy to help.

• Trucking: For any inquiries related to Maria's Trucking clients, please contact the Trucking Team. They are ready to handle all your needs.

We appreciate your cooperation in ensuring a smooth transition for our clients during Maria's leave. Please do not hesitate to reach out to [Contact Person/Department] if you have any questions or require further clarification.

We look forward to welcoming Maria back after her leave!

Best regards,

[Your Name/HR Department]

Email Template (for out-of-office message):

Subject: Out of Office

Thank you for your email. I am currently on maternity leave and will have limited access to email.

For urgent matters related to Commercial Lines, please contact the Commercial Lines Team at [Email Address or Phone Number].

For urgent matters related to Personal Lines, please contact the Personal Lines Team at [Email Address or Phone Number].

For urgent matters related to Trucking, please contact the Trucking Team at [Email Address or Phone Number].

For non-urgent matters, I will respond to your email upon my return on [Return Date].

Thank you for your understanding.

Sincerely,

Maria Sanchez