Notification Settings

Use Automated Notifications to remind people to complete, submit, approve, and summarize timesheets on a schedule. Configure which messages send and when from Company > Preferences > Notifications.

Where to find it: Company > Preferences > Notifications

Jump to a section:

• How scheduling works
• Customize sender and content
• Notification types
• Incomplete Timesheet Reminders
• Submit Timesheet Reminders
• Approve Timesheet Reminders
• Timesheet Completion Summary
• Notes & limitations
• Troubleshooting

How scheduling works

• Delivery time & zone: All automated notifications send at the Time and Time Zone configured under Notification Delivery Time.
• Offsets: The day you choose is relative to the end of the timesheet period.
  • 0 days = sends on the period‑end date at your configured delivery time.
  • 1 day before/after = sends exactly one calendar day before/after period end, at the same configured time.
• Examples (weekly period ending Saturday @ 12:00 PM America/New_York):
  • 1 day before → Friday at 12:00 PM ET
  • 0 days (same day) → Saturday at 12:00 PM ET
  • 1 day after → Sunday at 12:00 PM ET
• Model changes: If you change your Timesheet Model or Week Starts On, your period end moves, which can change notification send dates. Review schedules after saving.

Note: Previous guidance that same‑day and ±1‑day reminders send at 1:00 AM Pacific no longer applies now that sites can choose a Notification Delivery Time and Time Zone.

Customize sender and content

After choosing the day offset, click Edit Message to customize each email.

• Email Template: Available for Incomplete Timesheet reminders only (choose between templates). Other reminder types use a fixed template.
• From: Pick which Administrator appears as sender.
• Subject: Customize the email subject line.
• Add a note: Optional free‑text added to the email. Avoid personal information — all recipients will see the same note.

Click Save in the message dialog, then Save again on the Notifications page to apply changes.

Notification types

You may see up to four reminder types, depending on your features:

1. Incomplete Timesheet Reminders — prompt employees with incomplete hours to finish entries.
2. Submit Timesheet Reminders — prompt employees to submit for approval. Requires Timesheet Approvals.
3. Approve Timesheet Reminders — prompt Managers/Admins to approve submitted timesheets. Requires Timesheet Approvals.
4. Timesheet Completion Summary — a summary to approvers of complete/incomplete people. Requires Timesheet Approvals.

Incomplete Timesheet Reminders

Sends to anyone with an Incomplete Time Entry requirement on their Person Details page.

• Exclude submitters (optional): You can exclude employees who are required to submit their timesheet. If enabled, anyone with a Timesheet Approver will not get this reminder.

Templates: Choose one of two templates when editing the message.

• Incomplete Timesheet Due — focuses on the period due date.
  
• Incomplete Days/Weeks — focuses on missing days/weeks.
  

Model considerations: Weekly/biweekly models support weekly incomplete rules. Other models should use daily requirements. For day‑based rules, Monday–Friday count toward completion; Saturday/Sunday hours do not.

Submit Timesheet Reminders

Available when the Timesheet Approvals module is active. Sends to employees who have a Timesheet Approver on their Person Details page.

• Before period end: Submit Due Timesheet template.
  
• After period end: Submit Overdue Timesheet template.
  

Approve Timesheet Reminders

Available when the Timesheet Approvals module is active. Sends to Managers and Administrators who have pending approvals.

• Timing: Can only be scheduled after the end of the timesheet period.
• Template: Approve Overdue Timesheet(s) (fixed).
  

Timesheet Completion Summary

Sends a summary to Timesheet Approvers after period end, grouping the people they approve into complete vs incomplete based on hourly requirements.

• Timing: After the end of the timesheet period only.
• Template: Single summary format (fixed).
  

Notes & limitations

• Feature dependency: Submit/Approve/Summary reminders require Timesheet Approvals and a Timesheet Approver assigned on each person.
• Delivery time control: Same‑day (0‑day) and ±1‑day sends now respect your Notification Delivery Time and Time Zone.
• Time entry rules vs model: Weekly/biweekly support weekly incomplete rules; other models should use daily rules (Mon–Fri counted).
• Period structure changes: Changing Timesheet Model or Week Starts On shifts period end dates and can change who gets notified when. Review settings after changes. See Time & Expenses.

Troubleshooting

• “Employees aren’t getting emails.” Ask recipients to check spam; confirm their email address; then consult your organization’s email admin. If needed, contact Support.
• “Template options are missing.” Only Incomplete Timesheet reminders offer template choices.
• “I can’t inactivate an Admin who’s set as sender.” Edit the message, change From to another Admin, save the message, then save the Notifications page. You can inactivate the original Admin afterward.
• “We don’t see Submit/Approve/Summary reminders.” Enable Timesheet Approvals and ensure each person has a Timesheet Approver.