Timesheet notifications [in-depth guide]
Guide contents: Missing time | Overdue timesheets | Unsubmitted timesheet | Require minimum hours setting | Resources
Missing time and missing/overdue timesheet 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 timesheets 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 timesheet notifications only, for dates before 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 before 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 the next steps.
Employee setup
Menu > Admin/manager > Employees > "select employee" > Projects & time > Minimum hours
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 timesheet. 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 timesheet status (unsubmitted / submitted for approval / approved) does not affect this notification.
Email example
Email subject: There are missing hours on your timesheet
Body: You have not entered the required amount of hours on your timesheet yesterday.
You must enter at least ## hours. You only entered ##.
Please update your timesheet 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 the Notification details area for whom they should 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 timesheet 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 timesheets
This notification is intended to be used for management notification of users who have existing unsubmitted timesheets 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 timesheet 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. Timesheet required = Checked >> This tells the system that the employee needs to turn in a timesheet. The system will look to the employee record to see if this box is checked. Then the hire date on the employee record. Then confirm a timesheet has been submitted for the designated timesheet 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 timesheets
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
To trigger the Overdue timesheet notification, you MUST set the following:
- Timesheet Required = Checked
- Date of hire set: This will prevent the employee from being included on the notification list for dates before their date of hire
Menu > Admin/manager > Employees > "select employee" > Employee details > Personal
-
Hours per day: must be set up 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 timesheets: Send notification = Checked
- Select from the drop-down in the Notification details area for whom they should receive notifications regarding all people, people whom 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 timesheet for the specified timesheet period. The message will be sent out based on the settings made in the Mail settings.
Email example
Email subject: Your daily overdue timesheets update or Your weekly overdue timesheets update
Body: Overdue timesheets
These people have timesheets they should have submitted for approval.
USER NAME: FROM DATE - TO DATE
Unsubmitted timesheet
This notification is intended to be set for the user who is submitting their time for approval. Where an unsubmitted timesheet notifies the recipient that they have not submitted a timesheet for the previous period, 30 days of tracked data, all unsubmitted timesheets will be listed.
NOTE: The notification being sent is based upon the employee record-setting. Timesheet required = Checked >> This tells the system that the employee needs to turn in a timesheet. The system will look at the employee record to see if this box is checked. Then the hire date on the employee record. Then confirms a timesheet has been submitted for the designated timesheet 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 timesheets
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 the next steps.
Employee setup
Menu > Admin/manager > Employees > "select employee" > Projects & time > Minimum hours
To trigger the Unsubmitted time notification you MUST set the following:
- Timesheet required = Checked
- Enter the 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 before 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 timesheet. This message is sent out based on the Mail settings.
Email example
Email subject: You have a missing timesheet
Body: You are receiving this message because your timesheet for the previous time period has not been submitted for approval.
Please submit your timesheet 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 cannot submit a timesheet 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 timesheet or blank timesheet can be submitted for that day.