Set up notifications that alert users about timesheet events, approvals, reminders, and escalations within the Time and Attendance workspace.
⚠ Important: You must have access to the Maintenance area in the Time and Attendance workspace to create or edit notifications. If you cannot see the Notifications option, contact your internal administrator.
📌 Note: This article covers both immediate notifications (sent as soon as an event occurs) and scheduled notifications (sent after a delay or on a recurring basis).
Create a Notification
In Recruitment Manager, go to Maintenance, then click Time and Attendance.
On the Time and Attendance maintenance menu, click Notifications to open the Notifications search screen.
On the Notifications search screen, click Add to create a new notification.
Wait for the Notification Entry (or Notification Maintenance) screen to open, then confirm you are creating a new record.
If this notification must be sent as soon as an event occurs, click Immediate to mark the notification as immediate.
Skip this step if the notification should be scheduled to send after a delay or at a set frequency.
In the Name field, type a descriptive and unique name for the notification.
Use a name that clearly identifies the purpose of the notification (for example, “Timesheet Approval Reminder – Approver”).
In the Notification Trigger field, select the trigger that will cause this notification to be generated.
Choose the trigger type that best matches the event you want to monitor (for example, submission, approval, or reminder).
If you do not want the notification to be active immediately, click Active to clear the tick.
Leave Active ticked if you want the notification to start working as soon as you save it.
If you do not want the notification to be sent to timesheet workflow participants, click Do Not Send Notification so that the option is ticked.
If you tick Do Not Send Notification, skip the delivery configuration steps and go directly to saving the notification.
If you want the notification to send messages, ensure Do Not Send Notification is not ticked, then go to the From Email field.
In From Email, enter a reply email address if you want recipients to be able to reply to email notifications.
Leave the From Email field blank if you do not want recipients to reply.
If this field is blank, the system uses a default “do not reply” email address (for example, [email protected]).
Click the Delivery Methods tab to configure how the notification will be delivered.
When you have finished configuring all required settings, click Save to store the notification.
Confirm that the success or confirmation message appears, then review the notification status to ensure it is Active if it should start sending.
For each delivery method (such as email, SMS, or internal message) you want to use, click the delivery method, then select the appropriate notification template from the corresponding dropdown.
Ensure you select at least one delivery method, then review the selected templates for accuracy.
If you plan to use grouped email or SMS notifications, select templates anyway so they are ready if grouping is disabled later.
📌 Note: If Do Not Send Notification is ticked, the notification can still be used for reporting or future configuration but will not send messages to users.
When notifications are grouped for email and SMS, the templates selected for those delivery methods are not used for grouped messages, but they must still be configured in case grouping is later turned off.
If the notification is a scheduled notification, configure scheduling details as follows:
Go to the Grouping, Delivery Frequency, and Secondary Recipient Delivery Method tabs as needed, and complete the settings described in the sections below.
If the notification is an immediate approval notification, configure initiator details as follows:
Go to the Grouping tab (if required), then go to the Initiator tab and complete the settings described below.
Select a Grouping Interval for a Notification
On the Notification Entry screen, click the Grouping tab to configure grouping settings.
Confirm that the Grouping tab is active before changing any fields.
Click the Group field to place a tick in the checkbox.
Check that the Group Interval field becomes enabled after you tick Group.
In the Group Interval field, select the time interval for sending the grouped notification (for example, 3 hours).
Review your selection and confirm it reflects how often combined notifications should be sent (for example, every 3 hours starting at midnight).
📌 Note: Grouping applies only to notifications delivered via email and SMS. The system combines multiple triggered notifications of the same type into a single grouped message per interval.
⚠ Important: Although you can configure Delivery Frequency in addition to grouping, it does not make practical sense to use both together. The grouping process already controls how often notifications are sent based on the Group Interval.
Select the Delivery Frequency for a Notification
On the Notification Entry screen, click the Delivery Frequency tab to configure scheduling.
Confirm that the Delivery Frequency tab is active before entering delay or recurrence values.
In the Delay Frequency field, enter the number of hours or days to delay delivery of the notification.
Use a positive value to send the notification after an event, or use a negative value to send the notification before a key date (for example, -1 day to send a reminder one day before the week ending date).
📌 Note: For a reminder notification, the delay is relative to the week ending date of the timesheet. For an escalation notification, the delay is relative to the date and time the timesheet is submitted for approval.
In the Reoccurrence Frequency field, enter the number of hours or days that must pass since the notification was last triggered before it is sent again.
Use this field to keep sending reminders at a regular interval while a timesheet remains un-actioned.
⚠ Important: Always confirm that the combination of Delay Frequency and Reoccurrence Frequency settings will not result in excessive notifications being sent to users.
Configure Secondary Recipient Delivery Methods
On the Notification Entry screen, click the Secondary Recipient Delivery Method tab to configure secondary reminders.
Confirm that the notification is a scheduled reminder notification before you configure secondary recipients.
In the Approver Type field, select the type of approver who must receive the reminder for the secondary notification to be triggered.
Choose Client, Agency, or both, depending on who must be reminded before the timesheet initiator is also notified.
Click each delivery method (such as email, SMS, or internal message) that you want to use for the secondary notification to the timesheet initiator.
For each selected delivery method, choose the appropriate notification template from the dropdown so that the content is specific to initiator reminders.
📌 Note: Secondary recipient delivery methods ensure that when an approver receives a reminder, the timesheet initiator can also be alerted that their timesheet is still awaiting approval.
Select Initiator Settings for Immediate Approval Notifications
On the Notification Entry screen, click the Initiator tab to configure initiator settings for immediate approval notifications.
Confirm that the notification is an immediate approval notification, as initiator settings are mandatory in this case.
Under initiator options, click Payee, Client, and/or Agency depending on which timesheet initiator types must receive this notification.
Ensure at least one initiator type is selected, then review your choices to confirm the notification will be sent to the correct initiator group.
💡 Best Practices
Use clear, descriptive names for notifications so that administrators can easily understand their purpose during maintenance.
Test new notifications in a non-production or low-risk scenario before rolling them out to all users.
Avoid combining grouping with complex delivery frequencies to keep notification behaviour predictable and easy to troubleshoot.
Use negative delay frequencies carefully so that reminder notifications are timely but not confusing to recipients.
Periodically review active notifications to reduce duplicates and prevent users from receiving too many similar messages.