---
title: Timesheet Letters and Notifications
description: "**PCRecruiter Timesheet Notifications** allow you to define custom content for emails and notifications related to timesheet activities. These notifications require the creation of **Timesheet Letters**, which are then assigned within the **Timesheet Notification Setup** based on the specific action. We…"
url: "https://learning.pcrecruiter.net/site/docs/timesheets/timesheet-notifications/"
updated: "2026-09-25"
category: Contractor Timesheets
---

# Timesheet Letters and Notifications

**PCRecruiter Timesheet Notifications** allow you to define custom content for emails and notifications related to timesheet activities. These notifications require the creation of **Timesheet Letters**, which are then assigned within the **Timesheet Notification Setup** based on the specific action.

We will start by covering how to create and customize the **Mobile App Invite**, followed by other **Timesheet Letters** used for various notifications.

## Creating the Mobile App Invite Letter

The **Mobile Timesheet App Invitation Letter** is used to invite contractors to submit their timesheets via the app. If this step is skipped, the system will automatically send the default invite. **Note:** Only one Mobile Timesheet App Invitation can exist in your database.

**To create the Mobile App Invitation Letter:**

1. Select **System** from the Main Toolbar.
2. Click **Form Letters**.
3. Select **Timesheet Form Letters**.
4. If you already have a Mobile Timesheet App Invitation Letter, click **Action**, then **Edit**. If you do not find this letter, click **Add Letter** and select **Mobile App Invite**.
5. Clear the **Username** field to save the letter as **GLOBAL**.
   *Tip:* If your database contains many Timesheet Letters, you can assign a Folder to organize them (optional).
6. The email will now display the instructions for accessing the mobile app. **Important:** There are three critical links in this email (App Store, Google Play Store, and Activate My Account). These links must remain intact but you can add custom content.
   - You can include **merge fields** to populate data for the candidate or assignment.
   - Clearly instruct contractors to **download the app** but **not open it** until they return to the email and click the **Activate My Account** link. This is crucial because activation loads the contractor’s assignment data into the app. If they open the app without activating, they will need to delete and reinstall the app.
   - Once the contractor downloads the app and activates their account, they will be prompted to set up a password. After this, they can also use the web version. Administrators can find the web version link in **System > Web Extensions Classic > PCR Website Links**. The link is labeled **Contractor Hour Collection (Stand Alone) Ver 2.0**.
7. Click **Save**.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/09/image-15-1024x473.png)

## Notification Types and Sample Timesheet Letters

Once the Mobile App Invite is set up, the next step is to create Timesheet Letters for various notifications related to timesheets, including approvals and reminders. Before diving into the creation process, it’s helpful to understand the available notification types and see examples of their content. After reviewing this information, you can proceed to [create the timesheet letters](https://learning.pcrecruiter.net/site/docs/timesheets/timesheet-notifications/#creating-timesheet-letters-for-notifications) and [assign them to the appropriate timesheet notification type](https://learning.pcrecruiter.net/site/docs/timesheets/timesheet-notifications/#selecting-timesheet-letters-for-each-notification).

#### Contractor Click Agreement

Text displayed during the timesheet *submission* process (Insert Fields cannot be used).

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/09/image-5-1024x683.png)

#### Approver Click Agreement

Text displayed during the *approval*process (Insert Fields cannot be used).

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/09/image-6-1024x678.png)

#### Approver Form Letter

This letter is automatically sent to the approver(s) when a contractor submits a timesheet for approval. The email will have the subject line “Approve Hours,” regardless of the letter's name.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/10/image-3-1024x660.png)

#### Approved Timesheet Form Letter

Notifies the contractor and/or the recruiter when the timesheet is approved. The email will have the subject line “Hours Approved,” regardless of the letter's name.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/10/image-4-1024x662.png)

#### Notification for Rejected Timesheet

Sent automatically when an approver rejects a contractor’s timesheet, notifying the contractor and/or the recruiter. The email will have the subject line “Please Review Hours,” regardless of the letter's name.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/10/image-5-1024x660.png)

#### Contractor Reminder Form Letter

Used to remind contractors to submit their hours, either individually or in bulk. It can include contractor and assignment details, but timesheet-specific fields should not be used, as the contractor may not have started their timesheet yet, and no data would be available for merging.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/09/image-10-1024x677.png)

#### Approver Reminder Form Letter

Used to remind approvers to approve any pending timesheets submitted by contractors. It can be sent either individually or in bulk to all approvers with timesheets awaiting approval. You may include contractor names, assignment details, and relevant timesheet information.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/09/image-11-1024x688.png)

## Creating Timesheet Letters for Notifications

**To create Timesheet Letters:**

1. Select **System** from the Main Toolbar.
2. Click **Form Letters**.
3. Select **Timesheet Letters**.
4. Click **Add Letter**.
5. Enter a **Name for your Letter**.
6. Clear the User Name field. Upon saving, it will display as 'GLOBAL,' which is necessary because timesheet letters are generated automatically and are not user-specific. Organizing your letters into folders is optional.
7. Customize the email body. Use the **Insert Fields** option to include:
   - **Contractor Name**
   - **Company**
   - **Position**
   - **Placement Details**
   - **Timesheet Details** (insert “Timesheets.View_Timesheet” to provide a direct link to the timesheet)
8. Click **Save** when finished.

## Selecting Timesheet Letters for Each Notification

After creating the Timesheet Letters, you will assign them to the corresponding actions in the **Timesheet Notification Setup**.

**To assign Timesheet Letters to notifications:**

1. Select **System** from the Main Toolbar.
2. Click **Timesheets**.
3. Choose **Timesheet Notification Setup**.
4. Use the popup selectors to assign each letter to its respective notification.
5. Click **Save**.

![](https://learning.pcrecruiter.net/site/wp-content/uploads/sites/6/2024/10/image-6-1024x771.png)