Time Sheet Notifications
Missing Time | Overdue Time Sheets | Unsubmitted Time Sheet | Require Minimum Hours Setting | Resources
Missing Time and Missing/Overdue Time Sheet notifications can consist of a personal staff notification and a management notification. These notifications inform the recipient that they/users have not accounted for either time entries or time sheets according to the settings your management team has made.
NOTE: Date of Hire on the employee record will prevent the employee from being included in Unsubmitted Time Sheet notifications only, for dates prior to their Date of Hire.
Missing Time
This notification is triggered when users have not entered enough daily time based on the required minimum hours per day set in their employee record. This checks for the last 30 days of data, and/or will not look prior to the Hire Date if populated in their employee record.
System Setup
Menu > Admin/Manager > System Setup > Transaction Preferences > "click" Show Advanced Options > Daily Emails > Missing Time
Enter today's date and select a time that you want the notification to be triggered.
NOTE: Once the date is set, the date will continue to roll forward each day. If the date is in the past, you know that the notification was not triggered. In this case, please contact Support@Workamajig.com for next steps.
Employee Setup
Menu > Admin/Manager > Employees > "select employee" > Projects & Time > Minimum Hours
In order to trigger the Missing Time notification you MUST set the following:
- Timesheet Required = Checked
- Enter MORE than zero Minimum Hours for each day you want to trigger a notification. Ex. If they only work MWF, if Tuesday and Thursday are left blank or set to 0, no notification will be sent on Tuesday or Thursday.
NOTE: Require Minimum Hours does NOT need to be checked.
Individual Notification
With the above settings, the individual staff member will receive an email reminding them they did not enter the minimum number of hours required on the prior day's time sheet. This message is only sent out for the prior day. To prevent this from being sent, the number of hours entered must match or exceed the min. entered for that day on their employee record. The time sheet status (Unsubmitted / Submitted For Approval/Approved) has no effect on this notification.
Email Example
Email subject: There are missing hours on your time sheet
Body: You have not entered the required amount of hours on your time sheet yesterday.
You must enter at least ## hours. You only entered ##.
Please update your time sheet as soon as possible
Management Notification
On the manager's employee record, you need one additional setup option. Via the employee record > Notifications.
The following MUST be set on the manager's employee record:
- Missing Time: Send Notification = Checked
- Select from the drop-down in Notification Details area for whom should they get notifications regarding all people, people where I approve their time, and, people I supervise.
With the above settings, the manager will receive an email with a list of staff members that did not account for their time for the previous day. This message is only sent out for the prior day.
The time sheet status (Unsubmitted / Submitted For Approval/Approved) has no effect on this notification.
Email Example
Email subject: Your Daily Missing Time Update
Body: Missing Hours from Yesterday
These people did not put in the required number of hours on DATE
USER NAME should have entered ## hours on DATE, but only entered ##.
Overdue Time Sheets
This notification is intended to be used for management notification of users who have existing unsubmitted time sheets in the system within the last 30 days of data tracked.
For example: Will receive an email once a day when the user did not submit their time sheet for yesterday (if using daily), or on Sunday (if set to weekly and Monday is their first day of the week).
NOTE: The notification being sent is based upon the employee record setting. Time sheet Required = Checked >> This tells the system that the employee needs to turn in a time sheet. The system will look to the employee record to see if this box is checked. Then the Hire Date on Employee record. Then confirm a time sheet has been submitted for the designated time sheet dates and within the last 30 days. If the later is false (not submitted or missing), the date is included in the report. If the latter is true, the date is excluded from the report.
System Setup
Menu > Admin/Manager > System Setup > Transaction Preferences> "click" Show Advanced Options > Daily Emails > Overdue Time sheets
Enter today's date, select a time and select a frequency that you want the notification to be triggered.
NOTE: Once the date is set, the date will continue to roll forward each day/week. If the date is in the past, you know that the notification was not triggered. In this case, please contact support@workamajig.com for next steps.
Employee Setup
Menu > Admin/Manager > Employees > "select employee" > Project & Time > Minimum Hours
In order to trigger the Overdue Time sheet notification you MUST set the following:
- Time sheet Required = Checked
- Date Of Hire set: This will prevent the employee from being included on the notification list for dates prior to their Date of Hire
Menu > Admin/Manager > Employees > "select employee" > Employee Details > Personal
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Hours Per Day: must be setup with something greater than 0. 0 hour days will be seen as non-working days or a timesheet is not required for this day.
Management Notification
On the manager's employee record, you need one additional setup option. Via the employee record > Notifications
The following MUST be set on the manager's employee record:
- Overdue Time sheets: Send Notification = Checked
- Select from the drop-down in Notification Details area for whom should they receive notifications regarding all people, people where I approve their time, and, people I supervise.
With the above settings, the manager will receive an email with a list of staff members that did not submit a time sheet for the specified time sheet period. The message will be sent out based upon the settings made in the Mail Settings.
Email Example
Email subject: Your Daily Overdue Time sheets Update or Your Weekly Overdue Time sheets Update
Body: Overdue Time sheets
These people have time sheets they should have submitted for approval.
USER NAME: FROM DATE - TO DATE
Unsubmitted Time Sheet
This notification is intended to be set for the user who is submitting their time for approval. Where an Unsubmitted Time sheet notifies the recipient that they have not submitted a time sheet for the previous period 30 days of data that is tracked. All unsubmitted time sheets will be listed.
NOTE: The notification being sent is based upon the employee record setting. Time sheet Required = Checked >> This tells the system that the employee needs to turn in a time sheet. The system will look to the employee record to see if this box is checked. Then the Hire Date on Employee record. Then confirms a time sheet has been submitted for the designated time sheet dates and within the last 30 days. If the later is not false (not submitted), the date is included in the report. If the latter is true, the date is excluded from the report.
System Setup
Menu > Admin/Manager > System Setup > Transaction Preferences > "click" Show Advanced Options > Daily Emails > Unsubmitted Time sheets
Enter today's date, select a time and select a frequency that you want the notification to be triggered.
NOTE: Once the date is set, the date will continue to roll forward each day. If the date is in the past, you know that the notification was not triggered. In this case, please contact Support@Workamajig.com for next steps.
Employee Setup
Menu > Admin/Manager > Employees > "select employee" > Projects & Time > Minimum Hours
In order to trigger the Unsubmitted Time notification you MUST set the following:
- Time sheet Required = Checked
- Enter Minimum Hours for each day you want to trigger a notification. Ex. If they only work MWF, if Tuesday and Thursday are left blank or set to 0, no notification will be sent on Tuesday or Thursday. NOTE: Require Minimum Hours does NOT need to be checked.
- Date of Hire set: This will prevent reporting on timesheet periods prior to the Date of Hire.
Menu > Admin/Manager > Employees > "select employee" > Employee Details > Personal
Individual Notification
With the above settings, the individual staff member will receive an email reminding them the need to submit their time sheet. This message is sent out based upon the Mail Settings.
Email Example
Email subject: You have a missing time sheet
Body: You are receiving this message because your time sheet for the previous time period has not been submitted for approval.
Please submit your time sheet as soon as possible.
Require Minimum Hours Setting
The Require Minimum Hours setting enforces the number of hours that must be entered on each day of the week. With the box checked, the employee is unable to submit a time sheet for approval if the number of hours entered does not meet or exceed the minimum hours set up for the day. If the minimum on the day is blank or set to 0, no time is required for that day and a time sheet or blank time sheet can be submitted for that day.