Another valuable tool that Office Timesheets includes is bi-directional communication
via employee and employee manager notifications. Customized employee and employee
manager notifications can be set up in two different areas of Office Timesheets:
for reporting periods, and through the approval process. The current status of
a timesheet can be conveyed to both employee managers and employees, so
everyone stays up to date. The text within the notifications is customized
to fit your company’s procedures, and every email notification can be personalized
to each employee or employee manager.
Here are a few scenarios when notifications would be sent:
- An employee and/or employee manager are notified when the employee's timesheet is due
- An employee and/or employee manager are notified when the employee's timesheet is overdue
- An employee is notified when his/her timesheet has been submitted for approval
- An employee manager is notified when each of his/her employees submits their timesheet for approval
- An employee and/or employee manager are notified when the employee's timesheet has been rejected
- An employee and/or employee manager are notified when the employee's timesheet has been approved
Reporting Period Notifications
Most Office Timesheets users will find it useful to enable reporting periods for their time and
expense sheets, and because multiple reporting periods can be set up for different
time periods and assigned to different employees, timesheet due dates for both employees and managers can be easily forgotten. To avoid any misunderstanding and overdue timesheets, Office
Timesheets can be set to send email notifications to both employees and employee
managers to alert them of when timesheets are due and overdue. When and if email
notifications are sent for reporting periods are defined when the reporting period
is created; the notifications will be sent on the same day that a timesheet is due or
overdue in the reporting period to each employee and/or employee manager assigned to that reporting period.
For example, a monthly reporting period can be defined with timesheets
due one day after the reporting period ends (the first day of the new month), and
overdue two days after the reporting period ends (the second day of the new month).
- If notifications are set to be sent to the employee and their employee manager notifying
them both of the due and overdue timesheets, each of them will both receive a personalized
custom email to alert them of the employee’s timesheet status. In this example,
the employee and the employee manager would receive an email on the first day of
the new month notifying them that the particular employee’s timesheet is due.
- If the employee submits their timesheet on time, then no further notifications are
- However, if the employee does not submit their timesheet on or before (the option
to submit a timesheet before its due date is also pre-determined by administrators
in the reporting period details) the due date, then the employee and employee manager
would receive personalized custom notifications alerting them of the timesheet overdue
Notifications can be turned on or off, which means they can be created and saved
for future use if necessary. Also, because employee managers are in charge of several employees’ timesheets, an employee manager can be sent multiple reporting period
notifications; depending on how many employees he or she oversees and which employees
are in their reporting period.
Approval Process Notifications
Email notifications are also available for alerting employees and employee managers
of timesheet approval statuses. Depending on how many steps are created in your approval
process, the possibilities for notifications in the approval process can be even
broader than with reporting period notifications. Email notifications in Office
Timesheets can be sent only to employees, only to employee managers, or
both; for every single step in the approval process.
For example, your approval process might include submission, rejection, re-submission
and approved. The reporting period has ended, and the approval process begins with
the submission of the employees’ timesheets. For our example, both
the employee manager and the employee are set to be notified when the employee’s
timesheet is submitted and approved; only the employee will receive a notification
if his or her timesheet is rejected; and only the employee manager will receive
a notification if the timesheet is re-submitted. The stages of notifications would
be as follows:
- Employee submits his or her timesheet and the status of the timesheet is changed
to “submitted.” Immediately after submission, the employee and the employee are
sent a notification that the timesheet has been submitted and is ready for review.
- The employee manager reviews the timesheet, and marks the timesheet either “rejected”
or “approved.” If the timesheet is marked as “rejected,” a notification will only
be sent to the employee. If the timesheet is marked “approved,” both the employee
and employee manager will receive a notification alerting them of the new status.
- If the timesheet was “rejected,” the employee re-submits his or her timesheet for
approval. Once the status of “re-submitted” is marked by the employee, the employee
manager receives a notification that the timesheet is again ready for review. The
employee manager can either approve or reject the re-submitted timesheet, and the
process continues or ends depending on the new status.
Also, just like reporting period notifications, the email notifications for the
approval process are personalized with custom text. Notifications can be turned
on or off, which means they can be created and saved for future use.
Just like reporting period notifications, employee managers are in charge of several employees’ timesheets, an
employee manager can be sent multiple approval status notifications; depending on
how many employees he or she oversees and which employees are in their reporting