The 'Time Off' feature offers several notification options to notify employees of their time off request status and notify users, such as administrators/supervisors, when an employee has submitted a time off request. A user's security permissions, Time Off notification settings, and employee viewsets will determine the notifications they should receive. ExakTime Connect and/or Mobile users with permission to 'approve time off requests' will also see the 'submitted for approval' notification option. This notification will alert the administrator/manager that a request has been submitted and is pending review.
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Set Up Employee Viewsets
An employee's viewset in ExakTime determines if they will receive a notification that an employee has submitted a time off request for approval. ExakTime defines an approver as an employee that has approval permission and has users within their viewset. Employees with the 'All Employees' viewset are still eligible for requests submitted for approval notifications.
If you are unfamiliar with employee viewsets, refer to the following article for more information.
Time Off Permission
ExakTime Connect and Mobile administrators will have full 'Time Off' permission enabled by default. Other employees must be granted additional permission for submitting time off requests and/or approving time off requests, depending on their role at your company. If you are unsure if your employees have adequate permission(s), you can expand the following sections for additional steps.
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Go to Manage and click Security Roles.
- The "Web" tab should be the initial tab. By default, we offer Administrator and Employee. More roles can be created for other groups of employees if necessary. The Administrator role cannot be adjusted.
- Click New Role to create a new role or the eye icon to modify an existing role.
- Enable "User Notification Settings" under the "Tools & Communications" section.
- Enable the appropriate "Time Off" permisisons under the "Time Off" section.
- Time Off Plans - Allows access to create/edit time off plans. Add and manage employee plan assignment. Allows access to Time Off Plans page
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Approve Time Off Requests - Allows access to the Approvals and All Requests tab of the 'Time Off Requests' page. Will also allow permission to cancel a pending or approved time off request for situations where employees are unable to cancel their requests themselves so time cards can be adjusted for payroll.
- Access - Allow employee to approve/deny time off requests and the ability for user to create time off request for users within their viewset
- Approve Own Requests - Allows employees to approve/deny their own time off requests.
- Request Time Off - Allows employees to create and submit their own time off requests.
- Save your changes.
- If you have created a new security role and are not familiar with assigning a security role, you can refer to the following articles to assign the role through the employee profile or assign the role through the Security Roles page.
Refer to related resources for any questions about Connect Security Role permissions and how to assign them.
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Go to Manage and click Security Roles.
- Click the Mobile tab. By default, we offer Administrator, Supervisor, and Employee. More roles can be created for other groups of employees if necessary. The Administrator role cannot be adjusted.
- Click New Role to create a new role or the eye icon to modify an existing role.
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Enable the appropriate Time Off permissions from the options on the right-hand side.
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Approve Time Off Requests - Allows employees to approve/deny time off requests and the ability for the employee to create time off requests on behalf of other employees within their viewset
- Approve Own Requests - Allows employees to approve/deny their own time off requests.
- Request Time Off - Allows employees to create and submit their own time off requests.
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Approve Time Off Requests - Allows employees to approve/deny time off requests and the ability for the employee to create time off requests on behalf of other employees within their viewset
- Save your changes.
Refer to related resources for any questions about Mobile Security Role permissions and how to assign them.
Notification Settings
The Time Off notification settings are connected between the platforms, so configuring the ExakTime Connect notifications will also configure the notification settings in ExakTime Mobile to match and vice-versa. Expand the appropriate section below for steps to configure your Time Off notification settings.
Time Off Notifications for ExakTime Connect can be found by clicking your profile towards the top-right of ExakTime Connect and clicking My Settings.
The ExakTime Mobile Time Off notification settings can be found on ExakTime Mobile by pressing Settings from the menu and tapping Notifications.
How Notifications are Sent
Users can be notified by one of three channels. One notification will be sent based on the priority of email first, SMS second, and push last.
- Email - If employees have an email address on their ExakTime Connect profile.
- SMS - If an employee does not have an email address on their ExakTime Connect profile but does have a mobile phone number.
- Push - If an employee does not have an email address or mobile phone number on their ExakTime Profile. To receive push notifications the user must be logged in to the ExakTime app when the notification is sent.
If you would like to know more about your notification metrics such as how many have been sent or the notification log, you can refer to your Alerts and Notifications Dashboard.
Example of an Email Notification
An example of a time off request email has been provided below: