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Notifications for Schedules in ExakTime

If you are interested in Scheduler and do not already have it, you can consult your account manager for additional information.

Several different notifications can be enabled to help both employees and supervisors with their schedules with SMS Text or email. With our new version of Schedules, your employees can also receive a push notification via ExakTime Mobile. 

  • If you can see "Scheduler" in the "Tools" menu, you can refer to the steps in the 'New Version' tab.

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  • If you do not see "Scheduler" in the "Tools" menu, you are still using our previous version of Scheduling and should refer to the steps in the 'Previous Version' tab.

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New Version Previous Version

Table of Contents

Expand for Navigation Steps to Notification Settings
  1. Scheduler Alerts & Notifications can be found by going to Tools and clicking Alerts & Notifications.

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  2. Click Scheduler under the Settings header.

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How and When Notifications are Sent

Scheduler notifications may be sent via Push (Notifications) to ExakTime Mobile, SMS Text, or Email. Select which channel(s) you would like to use. The default method is Push to ExakTime Mobile. 

If all three methods are selected, we will prioritize "Push from ExakTime Mobile", then "SMS Text", then "Email", depending on what is available from the employee profile. The employee will also only receive one notification if multiple channels are selected.

These notifications will respect time zones to ensure your employees do not get a notification earlier/later than expected. For example:

  • Tim has an event scheduled for 3 PM EST/12 PM PST, the scheduled event's time zone is set to EST, and we have an upcoming shift notification 15 minutes before the event.
  • Tim is physically in the PST time zone.
  • Tim will receive the notification at 2:45PM EST/11:45 PST.

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Employee Notifications

There are four different employee notifications. All notifications will be disabled by default.

  • Notification [1 to 24] hours before the start of a scheduled shift.
  • Notification [5 to 60] minutes before the start of a scheduled shift.
  • Notification if an employee is [5 to 60] minutes late for a shift.
  • Notification to clock out of shift [5 to 60] minutes before end of a scheduled shift.

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Supervisor Notifications

There are 5 different supervisor notifications. All notifications will be disabled by default.

  • Notification if an employee clocks in [5 to 60] minutes before the start of their scheduled shift.
  • Notification if an employee has not clocked in [5 to 60] minutes after the start of a scheduled shift.
  • Notification if an employee clocks into the wrong location for a scheduled shift.
  • Notification if an employee does not clock in before the end of a scheduled shift.
  • Notification if employee has not clocked out within [5 to 60] minutes of their scheduled shift end.

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Requirements to Be a Supervisor

A user is considered a supervisor if the user has scheduled employees in their viewset and their viewset is not set to "All Employees". If a user's viewset is set to "All Employees", they will not receive any notifications. For additional information regarding employee viewsets, you can refer to the following dedicated article.

Push Notifications & ExakTime Mobile

If you have enabled the 'Push to ExakTime Mobile' delivery channel for ExakTime Mobile, an employee or supervisor will have the option to turn OFF these notifications to their mobile device. An ExakTime Mobile user can control these options from the Settings menu of ExakTime Mobile. The notifications that are shown in ExakTime Mobile will only be the notifications that are enabled at the company level.

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Alerts & Notifications Dashboard

Information about Scheduler Notifications can be found in the Alerts & Notifications Dashboard. The dashboard will provide you with information about usage metrics as well as notification status. Keep in mind the Alerts & Notifications Dashboard also contains metrics for other ExakTime features.

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