Create and maintain notification templates for email, SMS, and in-system messages in the Time and Attendance module so you can control the subject and message content for each notification type, including grouped notifications and merge fields.
⚠ Important: You must create the required notification templates before you configure automatic notifications. Notifications cannot be created or linked to workflows until the matching templates exist.
📌 Note: You can configure separate templates for each delivery method (Email, SMS, and in-system Notification) so that the message format suits how it is delivered.
Understand Notification Templates
Notification templates define the content of automatic notifications that are sent from the Time and Attendance module. Each template controls the subject (for email and in-system notifications) and the message body that users receive.
Templates support the following:
Different content per delivery method, such as a detailed email and a shorter SMS.
Merge fields that pull information like user names and timesheet dates directly from the database.
Grouped notifications that combine multiple email or SMS messages so users do not receive too many notifications during the day.
📌 Note: Notification templates for standard Time and Attendance notifications are created in Maintenance. Templates for grouped email and SMS notifications are created separately in the Portal area.
Create a Notification Template
Follow these steps to create a new notification template for Time and Attendance.
Go to Recruitment Manager, then open Maintenance and click Time & Attendance.
Click Templates, then wait for the Template Maintenance screen to open.
In the left Categories pane, select Timesheet, then expand the subfolders.
Folders for Email, SMS, and Notification display under the Timesheet category.Click the folder for the template type you want to create, then review any existing templates in the right pane.
For example, click the Email folder to create an email notification template.
Click Add Template, then confirm that the Create Template screen opens for the selected type.
In the Template Name field, type a clear and descriptive name, then confirm that it reflects the purpose of the template.
For example, enter a name such as “Timesheet Approval – Email”.
If the template type is Email or Notification, enter the subject text in the Subject field, then check that it clearly describes the notification.
In the Message field, enter the body text for the notification, then position the cursor where you want to add any merge fields.
To insert merge fields, click the merge tag button, then select the required field from the merge tag list.
If the template type is Email, click the attachment icon, then follow the prompts to add any required file attachments.
Review the subject, message text, merge fields, and attachments, then click Save.
A confirmation message appears to indicate that the template has been saved successfully.
📌 Note: Examples of merge fields include fields such as ToUserName for the recipient’s name and TSEndDate for the timesheet week ending date.
Create Grouped Email and SMS Notification Templates
Grouped notifications combine multiple email or SMS messages into a single communication that is sent at scheduled intervals. This reduces the number of notifications sent to approvers and other users.
Go to Portal, then click Portal Maintenance to open the portal maintenance options.
Click Group Notifications, then locate the section for Email or SMS grouped notifications.
Click the option to add a new grouped notification template, then confirm that the template editor opens.
Enter a descriptive template name and message content, then configure the grouping and schedule options as required.
Ensure that the wording makes sense when multiple notifications are combined into a single message.
Review the grouped notification details, then click Save.
The new grouped notification template becomes available for use with grouped email or SMS notifications.
⚠ Important: Grouped notification templates are managed separately from standard Time and Attendance templates. Make sure you update both sets of templates if you change your notification strategy.
Use Merge Fields in Notification Templates
Merge fields allow you to personalise messages by pulling data directly from the database.
Position your cursor in the Message field where you want the personalised information to appear, then click the merge tag button.
Select the required merge field from the list, then confirm that the field appears in the message text.
If you need to move a merge field, select the entire field including the parentheses, then cut and paste it to the new position.
You can also use standard text editing actions such as copy and paste.
To remove a merge field, select the entire field including the parentheses, then press Delete.
This ensures that no partial or broken merge codes remain in the message.
⚠ Important: Always move or delete the merge field as a whole, including the parentheses, because the parentheses identify the start and end of the merge field.