Find employees who have not entered enough time for a selected date and send them a reminder.
It is not uncommon for employees to forget to enter all of their time for the previous day. The Incomplete Time Entry Notifications feature allows the ability to generate a list of employees who do not meet the minimum number of hours for a selected day. You may then easily send a reminder email directly from this screen.
Tip: You may set up automatic incomplete timesheet notifications by using the Automatic Notifications screen.
Options and field descriptions #
Date – Specify the date to search for incomplete time entries.
Employee Department – This drop-down contains a list of departments in your organization. By selecting a department from this list you can limit your search for incomplete time entries by department. When specified, only incomplete time entries for the selected department will be found.
Employee Status – This drop-down contains a list of employee status in your organization. By selecting an employee status from this list you can limit your search for incomplete time entries by employee status. When specified, only incomplete time entries for the selected employee status will be found.
Employee Type – This drop-down contains a list of employee types in your organization. By selecting an employee type from this list you can limit your search for incomplete time entries by employee type. When specified, only incomplete time entries for the selected employee type will be found.
Employee – This drop-down contains a list of employees in your organization. By selecting an employee from this list you can limit your search for incomplete time entries by employee. When specified, only incomplete time entries for the selected employee will be found.
Use the 'Avg Hours Per Work Day'… – Selecting this option will utilize the 'Avg Hours Per Work Day' option when performing the search for incomplete time entries. The 'Avg Hours Per Work Day' will be used as the 'minimum number of hours' in the search. This option is useful when searching for employees that work a variety of "total hours per day".
Specify the minimum number of hours – Selecting this option allows you to specify the minimum hours per day for each employee in the search.
Minimum Number of Hours – Specify the minimum number of hours to use in the search for incomplete time entries. Employees whose total hours worked for the specified date is less than the minimum number of hours specified here will be returned in the search results.
After providing details for the search criteria above and selecting the 'Continue' button you will be presented with a list of additional options:
Add a custom message to the email notification – This optional field allows you to specify a comment on the email that will be sent to the employees notifying them of the incomplete time entries.
Include the employee's manager on the notification email? – Selecting this option will send a separate email to each employee's manager (if one is assigned – see Employees for more details on assigning a manager for an employee) regarding insufficient time. This option is handy when you want the employee's manager to be informed of the employee's incomplete time entries.
List of Employees – The list of employees who match the search criteria specified above will be displayed. The employee name, along with their required daily hours compared to the total hours they have recorded, is displayed. You may select all, some, or an individual employee from this list by placing a check in the checkbox provided next to each employee's name. The email notification will be sent to those employees that you select from this list.
Send an 'Incomplete Time Entry' Notification to Employees #
- Browse to Admin, select Timesheets, and then select Incomplete Time Entry Notifications.
- Specify a date to search for incomplete time.
- Provide any additional data in the remaining optional fields.
- Select Continue.
- Select the employees you wish to send an 'incomplete time entry' notification to.
- Provide any additional data in the remaining optional fields.
- Select Continue to send the email notification(s).