The Leave module can send automatic notifications to keep initiators, approvers, and administrators informed about leave requests.

This article explains how notification types, triggers, frequencies, delivery methods, and grouping settings work when maintaining leave notifications.

⚠ Important: You must configure the relevant notifications if they are required as part of your leave request process.

Access Notification Maintenance

Go to the Leave Module, then click Maintenance.
Click Notifications, then select a notification to view or update its settings.

Understand Notification Types

There are two types of leave notifications.

Scheduled Notifications

Scheduled notifications are sent at specific times. They apply when a request has been submitted but not yet actioned by the approver.

Scheduled notification types include:

Reminder – Sent to approvers to remind them to approve a pending request.
Escalation – Sent to an alternative approver or administrator when the original approver has not actioned the request within a defined timeframe.

Scheduled notifications can recur until the request is approved or rejected.

Immediate Notifications

Immediate notifications are sent as soon as specific events occur during the leave workflow.

Immediate notification types include:

Submitted – Sent to the approver when a leave request is submitted.
Rejected – Sent to the initiator when a request is rejected.
Approved – Sent to the initiator when a request is approved.
Recalled – Sent to the approver when a submitted request is recalled by the initiator.

Configure Notification Triggers

A notification trigger defines the event that causes a notification to be sent.

Scheduled Notification Triggers

Reminder – Triggered relative to the date and time the leave request was submitted.
Escalation – Triggered when a defined number of hours or days pass after submission without approval or rejection. The notification is sent to the Leave Administrator.

Immediate Notification Triggers

Rejected – Triggered when an approver rejects a submitted request.
Submitted – Triggered when the initiator submits a leave request for approval.
Recalled – Triggered when the initiator recalls a pending request.
Approved – Triggered when an approver approves a submitted request.

Notification Trigger	Type	Description	Notification Sent To
Submitted	Immediate	Triggered when an initiator submits a leave request for approval.	The Candidate Record Owner if the Agency User has permission to Action (& Proxy) Leave Requests. If not, the notification is sent to a User with Leave Administrator permission. If multiple users hold this permission, it is sent to the first User in the same Office/Data Group as the Candidate.
Recalled	Immediate	Triggered when a Payee, Proxy, or Administrator recalls a non-actioned leave request.	The Candidate Record Owner.
Approved	Immediate	Triggered when an approver approves a leave request.	The Leave Request Initiator.
Rejected	Immediate	Triggered when an approver rejects a submitted leave request.	The Leave Request Initiator.
Reminder	Scheduled	Triggered when a submitted request has not been actioned within the delay period defined in the notification.	The Initiator and the Candidate Record Owner.
Escalation	Scheduled	Triggered when a request has not been actioned within the defined delay frequency.	All Agency Users with Leave Request Administrator permission who are in the same Data Group as the Payee’s Office. If multiple users qualify, all receive the escalation.

Set Message Frequency

When creating a scheduled notification, you must specify delivery frequency parameters.

Delay Frequency

Set the mandatory delay frequency in hours or days.
Choose whether the delay is relative to the submission date or approval deadline.

Examples:

If a request is submitted on 18 July and the delay is -2 days, the reminder sends on 20 July.
If an escalation delay is 1 day and the request is submitted at 10:00am, the escalation sends at 10:00am the following day if no action has been taken.

Reoccurrence Frequency

Set the optional reoccurrence frequency in hours or days.
The system resends the notification at this interval until the request is approved or rejected.

Example:

If the reoccurrence frequency is 2 hours and the first escalation sends at 10:00am, further escalations send at 12:00pm, 2:00pm, and so on.

Select Delivery Methods

Notifications can be delivered using one or both of the following methods:

Email – Sends an email to the participant.
SMS – Sends a text message to the participant’s mobile number.

📌 Note: Each selected delivery method must have a corresponding notification template.

Apply Grouping

Grouping reduces notification volume by combining notifications triggered within a set timeframe.

Choose a grouping interval of 3, 6, 12, or 24 hours.
The system delivers one grouped notification at the end of each interval.

Example (6-hour interval):

Notifications triggered between 00:00–06:00 send at 06:00.
Notifications triggered between 06:00–12:00 send at 12:00, and so on.

📌 Note: Scheduled notifications still require delivery frequency settings. The delivery frequency triggers the creation of the notification, while grouping controls when it is delivered.

💡 Best Practices

Configure grouping to prevent approvers from receiving large volumes of individual notifications.
Review scheduled notification frequencies to ensure reminders or escalations occur at appropriate times.
Use multiple delivery methods when critical actions require timely responses.
Test notification timings in a non-production environment before go-live.