Notifications for Time Card Approvals can help your employees remember to approve their time cards or let your supervisors/managers know when their team members have approved their time cards.
We currently offer two sets of reminders/notifications depending on the type of time card approval (Daily or Per Pay Period) you have enabled, so make sure to enable the notification options for the appropriate approval period.
It helps to speak with your employees/supervisors about expectations on when to approve time cards and how they will receive their reminders (Push notifications, SMS, or Emails).
Table of Contents
For Weekly Time Card Approvals
Employees and supervisors can be reminded to approve their time cards up-to two times for a pay period via email. Supervisors can also receive email notifications as employees approve their time cards and when all employees have approved their time cards so they can approve their employees time cards.
- Go to Manage and click Company Settings.
- Click the Time Card Approval tab.
- From the Notifications section, employees and supervisors can be emailed if necessary to remind them to approve their/other time cards and supervisors can be emailed when each or all employees have approved their time.
- For a Supervisor to receive notifications, their viewset cannot be set to "All Employees" and must be either select employees or employee group(s) and they must have an ExakTime Connect security role with Time Card Approval Supervisor permission.
- Employee Approval, Supervisor Approval and Sign Off sections are used to indicate who has access to which approval level.
- Save any changes when finished.
For Daily Time Card Approvals
Notifications for Daily Time Card Approvals are set up from the 'Alerts & Notifications' page. These notifications can be sent via Push in ExakTime Mobile, SMS, or Email, depending on what is enabled and if the employee has the required contact information and/or ExakTime Mobile.
If all or multiple options are enabled, it will prioritize Push notifications, then SMS Text, and then email. Only one notification will be sent to an employee, regardless if multiple options have been enabled.
- Go to Tools and click Alerts and Notifications from the menu bar.
- Click Daily Time Approval on the left-hand side.
Requirements to Receive Notifications
For an employee/supervisor to receive a notification through any of the selected delivery methods, they must have the following:
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Push Notification - An employee must have ExakTime Mobile version 2.81 or newer, ExakTime Mobile has permission to notifications, and the employee to receive the notification is logged in to ExakTime Mobile.
- If an employee had accidentally denied "Notifications" from ExakTime Mobile, refer to the following article on how to grant ExakTime Mobile permission to Notifications.
- If an employee is unsure of their ExakTime Mobile version, refer to the following article for an employee to double-check their version.
- SMS - An employee must have a mobile phone number in their employee profile to receive SMS notifications. For more information about an employee's profile, refer to the following dedicated article.
- Email - An employee must have an email in their employee profile to receive email notifications. For more information about an employee's profile, refer to the following dedicated article.
Employee Notifications
Employees can be reminded to approve their time each day and/or if they have not approved their time by the given time on the same day, the day after, or two days after.
Employees can be reminded via Push Notification, SMS Text, and/or Email. If all or multiple options are enabled, it will prioritize Push notifications, SMS, and then email. Only one notification will be sent to the employee, regardless if multiple options have been enabled.
Supervisor Notifications
Supervisors can be reminded to approve their employee's time each day and if they haven't approved the given time on the same day, the day after, or two days after.
Supervisors can be reminded via Push Notification, SMS Text, and/or Email. If all or multiple options are enabled, it will prioritize Push notifications, SMS, and then email. Only one notification will be sent to the supervisor, regardless if multiple options have been enabled.
Supervisors can also receive an email after each employee approves their time and/or after all the employees approve their time.
Requirements to be a Supervisor
A user is considered a supervisor if they have an employee viewset that includes one or more employees, but not 'all employees'. If a user's employee viewset is set to 'All Employees', they are not considered a 'Supervisor' in ExakTime and may not receive the notifications.
Sign Off Notifications
Sign Off level approvals are generally reserved for Administrators who manage all aspects of ExakTime. Administrators can be reminded to approve their employee's time each day and if they haven't approved the given time on the same day, the day after, or two days after.
Administrators can be reminded via Push Notification, SMS Text, and/or Email. If all or multiple options are enabled, it will prioritize Push notifications, SMS, and then email. Only one notification will be sent to the supervisor, regardless if multiple options have been enabled.
Administrators can also receive an email after each employee approves their time and/or after all the employees approve their time.