ClickTime can automatically contact your employees to remind them of certain actions they are expected to take. These messages can be set up on the Company --> Advanced --> Automated Notifications page:
You will see up to 3 different possible emails that can be sent depending on the features you are using. Reminder emails will be sent before or after the end of your timesheet period at 1 am (Pacific Time) according to the rules you set up. In the following examples we are using an account that has weekly timesheets set to end on Saturday.
In order to send an Automated Notification, you will need to check the box and indicate how many days before/after the end of the timesheet period the message should go out.
Please note that if you set the message to be sent "0" days before or after the end of the timesheet period, those messages will be sent at 1 am (Pacific Time) on the day the timesheet period ends. Similarly, messages set to go out "1 day before" the end of the timesheet period will be sent on Friday at 1 am, and messages set to go out "1 day after" the end of the timesheet period will be sent on Sunday at 1 am.
After setting the day to send the message, you'll then see the "Customize Email", which can be used to set up the message that is sent.
and you will see the following options for each email:
Email Template: Select the email template you'd like this notification to send from the drop-down menu. Only the "Incomplete Timesheet" Reminder emails will allow you to change the template (see below for more information).
From: Choose which of your Administrators will appear to "send" the message.
Subject: You can edit the subject line of the message that is sent.
Add a note: Use this field to enter any custom messaging you'd like to be included in the email. Anyone who receives the message will see this note, so we do not recommend using names or other specific information in this field.
Click "Save" to save the message customization. Then "Save" the Automated Notifications settings. The messages will go out according to the rules.
Click the links below to be brought to the appropriate section of the guide.
Incomplete Timesheet Reminders will remind employees to finish entering their hours for each timesheet.
Submit Timesheet Reminders will remind employees to submit their timesheet to their Timesheet Approver (requires the Timesheet Approvals Module).
Approve Timesheet Reminders will remind Managers and Administrators to review and approve (or reject) their employee's timesheets (also requires the Timesheet Approvals Module).
If you believe your employees are not receiving these messages, please first make sure that they have checked their spam folders. We also recommend reaching out to your organization's local email administrator. If additional assistance is needed, please let our Support Team know and we will be happy to assist.
The Incomplete Timesheet Reminder messages can be sent to anyone who has an Incomplete Time Entry rule set on their Person Details page:
You can choose to exclude those employees who are required to submit their timesheet from this reminder if you would like.
This means that anyone who is set to have their timesheets approved will not receive these notices. The Timesheet Approver is set on the Person Details page for each employee as seen here:
More details about the Timesheet Approver workflow can be found in this guide.
This message can be sent both before and after the end of your timesheet period. You can customize each version if you'd like to do so.
Please note that we can only support weekly Incomplete Time Entry rules for organizations with a weekly or bi-weekly timesheet. Otherwise, you will need to set a daily time entry requirement for your staff if you are using a different timesheet model.
If you have an incomplete time entry rule that is based on the day, ClickTime will evaluate time entries on Monday - Friday to make sure the minimum number of hours are entered. Hours logged on Saturday and Sunday will not count towards completion.
When setting up the notification you have the choice to use one of two Email Templates.
Incomplete Timesheet Due:
The "Submit Timesheet" and "Approve Timesheet" Reminder messages will only be displayed to organizations that are using the Timesheet Approvals Module (more information here). These messages will only be sent to employees that are set up with a Timesheet Approver on their Person Details page.
There is only one template for each of the "Submit Timesheet Reminder" emails.
Submit due timesheet (before timesheet period ends):
Submit overdue timesheet (after timesheet period ends):
The "Submit Timesheet" and "Approve Timesheet" Reminder messages will only be displayed to organizations that are using the Timesheet Approvals Module (more information here). These messages will only be set to Administrators or Managers who have yet to approve a submitted timesheet from one of their employees.
This message can only be sent after the end of the timesheet period, and there is only one template for the Approve Overdue Timesheet(s) message: