Group notifications can be configured within Time and Attendance and Leave modules to automate alerts for timesheet and leave-related actions.
Configure Notifications
Notifications can be set up within the following modules to keep users informed of timesheet and leave actions:
Time and Attendance Module
Remind timesheet initiators to submit timesheets.
Alert approvers when timesheets are submitted and awaiting approval.
Notify managers when timesheets are not actioned within an allotted time.
Alert initiators when timesheets are approved or rejected.
Leave Module
Alert managers when a payee submits a leave request for approval.
Notify payees when their leave requests are approved or rejected.
📌 Note: To prevent excessive or irregular notifications, you can configure group notifications to batch multiple individual alerts into a single notification sent at scheduled intervals throughout the day.
For example, a manager approving many timesheets can receive one consolidated email summarizing all new submissions instead of multiple individual alerts.
Group notifications can be sent via email or SMS, with one notification per delivery method for each country.
Merge Tags for Group Notifications
Merge tags dynamically insert data from the database into group notification messages.
Merge Tag | Description |
| Inserts predefined text based on the notification type and delivery method. |
| Adds a link to the recipient’s Timesheet tab in the Time and Attendance module. |
| Inserts the recipient’s first name. |
| Inserts the recipient’s surname. |
| Inserts the recipient’s phone number. |
MessageContent Examples by Delivery Method
Email as Delivery Method | SMS as Delivery Method |
No of Approved timesheets : {0} | No of Approved t/s : {0} |
No of Approved leave requests : {0} | No of Approved l/r : {0} |
No of Escalation leave requests : {0} | No of Escalation l/r : {0} |
No of Escalation timesheets : {0} | No of Escalation t/s : {0} |
No of Recalled timesheets : {0} | No of Recalled t/s : {0} |
No of Recalled leave requests : {0} | No of Recalled l/r : {0} |
No of Rejected timesheets : {0} | No of Rejected t/s : {0} |
No of Rejected leave requests : {0} | No of Rejected l/r : {0} |
No of Reminder leave requests : {0} | No of Reminder l/r : {0} |
No of Reminder timesheets : {0} | No of Reminder t/s : {0} |
No of Submitted leave requests : {0} | No of Submitted l/r : {0} |
No of Submitted timesheets : {0} | No of Submitted t/s : {0} |
To include notifications in a group message, enable the Group option when configuring individual notifications.
Go to Time and Attendance, then click Maintenance.
Select Notifications, then enable the Group option.
Alternatively, go to Leave, then click Maintenance.
Select Notifications, then enable the Group option.
Create a Group Notification
Go to Maintenance, then click Group Notifications.
Click Add.
In Country, select the country the notification applies to.
In Delivery Method, select Email or SMS.
If the delivery method is Email, enter a Subject for the notification.
In Message, enter the body text of the notification.
Click Save.
📌 Note: You can insert merge tags into the message body by placing the cursor where the tag should appear, selecting the relevant merge tag from the Merge Tags field, and then clicking Insert.
Search for Existing Group Notifications
Go to Maintenance, then click Group Notifications.
In Country, select the relevant country.
In Delivery Method, select Email, SMS, or Any.
Click Search.
Edit a Group Notification
Go to Maintenance, then click Group Notifications.
In the list view, click the Action menu next to the desired notification, then select Edit.
Modify the required fields.
Click Save Changes.
Delete a Group Notification
Go to Maintenance, then click Group Notifications.
In the list view, click the Action menu next to the notification to remove.
Then select Delete.
When prompted to confirm deletion, click Yes.
💡 Best Practices
Configure group notifications during off-peak hours to minimize disruption.
Regularly review and update message content and merge tags to maintain accuracy.
Use concise and clear subject lines to improve email recognition.
Test group notifications in a non-production environment before deployment.
🤔 FAQs
Q1: Can I create multiple group notifications for the same country and delivery method?
Answer: No. Only one group notification can be created per delivery method per country.
Q2: What happens if a notification is not marked as “Group”?
Answer: It will be sent as an individual notification rather than included in a grouped batch.
Q3: Can group notifications include both email and SMS recipients?
Answer: No. Each group notification applies to one delivery method only — either email or SMS.