{"id":13048,"date":"2024-10-07T19:03:26","date_gmt":"2024-10-07T19:03:26","guid":{"rendered":"https:\/\/learning.pcrecruiter.net\/site\/?post_type=docs&p=13048"},"modified":"2024-10-09T12:16:00","modified_gmt":"2024-10-09T12:16:00","password":"","slug":"timesheet-reminders","status":"publish","type":"docs","link":"https:\/\/learning.pcrecruiter.net\/site\/docs\/timesheets\/timesheet-reminders\/","title":{"rendered":"Timesheet Reminders and Other Communication Options"},"content":{"rendered":"\n

In this article, you’ll learn how to efficiently manage and send timesheet reminders to both contractors and approvers. For contractors, you can send reminders individually or in bulk via email, push notifications, or SMS. For approvers, reminders are sent exclusively via email. This guide provides step-by-step instructions for each method.<\/p>\n\n\n\n

Timesheet Reminders for Contractors and Approvers<\/h2>\n\n\n\n

Sending Reminder Emails to Contractor<\/h3>\n\n\n\n

The email reminder functionality uses the Contractor Reminder Form Letter<\/strong>, which must be selected in the Timesheet Notification Setup<\/strong> section. This letter can be sent individually or in bulk to contractors who have not yet submitted their timesheets. <\/p>\n\n\n\n

For detailed setup instructions, please refer to Timesheet Letters and Notifications<\/a>.<\/em><\/p>\n\n\n\n

Individual Email Reminder to Contractor<\/h4>\n\n\n\n
    \n
  1. Select Contract<\/strong> from the Main Toolbar.<\/li>\n\n\n\n
  2. Click on Hours<\/strong>.<\/li>\n\n\n\n
  3. Choose the Pay Period<\/strong> for which you are currently collecting hours.<\/li>\n\n\n\n
  4. Click Search<\/strong>.<\/li>\n\n\n\n
  5. In the Status column, check if a timesheet has been submitted for each contractor. If a timesheet has not been submitted, “No Timesheet” or “In Process” will be displayed.<\/li>\n\n\n\n
  6. Click the Envelope<\/strong> icon next to No Timesheet.<\/li>\n\n\n\n
  7. Click Ok<\/strong> to confirm you wish to send the reminder email to the contractor<\/li>\n<\/ol>\n\n\n\n
    \"\"<\/figure>\n\n\n\n

    Bulk Email Reminders to Contractor<\/h4>\n\n\n\n
      \n
    1. Select Contract<\/strong> from the Main Toolbar<\/li>\n\n\n\n
    2. Click on Hours<\/strong>.<\/li>\n\n\n\n
    3. Choose the Pay Period<\/strong> for which you are currently selecting hours.<\/li>\n\n\n\n
    4. Click Search<\/strong>.<\/li>\n\n\n\n
    5. In the Status column, check if a timesheet has been submitted for each contractor. If it has not been submitted for approval, “No Timesheet” or “In Process” will be displayed. When you trigger this bulk email, reminders will automatically be sent to all contractors marked as “No Timesheet” or “In Process”\u2014there\u2019s no need to select any rows individually.<\/li>\n\n\n\n
    6. Choose Remind Contractors<\/strong> from the Action Menu.<\/li>\n\n\n\n
    7. Click Ok<\/strong> to send the email.<\/li>\n\n\n\n
    8. A progress bar will appear, click Close<\/strong> when finished.<\/li>\n<\/ol>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Sending Reminder Emails to Approvers<\/h3>\n\n\n\n

      Once a Timesheet has been submitted, it will appear with a Status of Approval Pending. At this point, a reminder can be sent to the Approver. This functionality will utilize the Approver Remind Letter that was setup in Timesheet Notifications<\/p>\n\n\n\n

      Individual Email Reminder to Approver<\/h4>\n\n\n\n
        \n
      1. Select Contract<\/strong> from the Main Toolbar<\/li>\n\n\n\n
      2. Click Hours<\/strong><\/li>\n\n\n\n
      3. Choose the Pay Period<\/strong> for which you are currently collecting hours.<\/li>\n\n\n\n
      4. Click Search<\/strong>.<\/li>\n\n\n\n
      5. View the Status column to see if a Timesheet has been submitted for each Contractor. If a Timesheet has been Submitted, Approval Pending<\/strong> will be displayed.<\/li>\n\n\n\n
      6. Click the Envelope<\/strong> next to Approval Pending to trigger the Approver Reminder.<\/li>\n\n\n\n
      7. Click OK<\/strong> to send.<\/li>\n<\/ol>\n\n\n\n
        \"\"<\/figure>\n\n\n\n

        Bulk Email Reminders to Approvers<\/h4>\n\n\n\n

        Triggering this bulk email will automatically send the Approver Reminder Form Letter to all approvers whose status is marked as “Approval Pending.” There is no need to manually select which approvers will receive the reminder; the system will automatically send the email to all relevant approvers.<\/p>\n\n\n\n

          \n
        1. Select Contract<\/strong> from the Main Toolbar<\/li>\n\n\n\n
        2. Click Hours<\/strong><\/li>\n\n\n\n
        3. Choose the Pay Period<\/strong> for which you are currently collecting hours.<\/li>\n\n\n\n
        4. Click Search<\/strong>.<\/li>\n\n\n\n
        5. View the Status column to see if a Timesheet has been submitted for each Contractor. If a Timesheet has been Submitted, Approval Pending<\/strong> will be displayed. <\/li>\n\n\n\n
        6. Choose Remind Approvers<\/strong> from the Action Menu.<\/li>\n\n\n\n
        7. Click OK<\/strong> to send the email.<\/li>\n\n\n\n
        8. A progress bar will appear, click Close<\/strong> when finished.<\/li>\n<\/ol>\n\n\n\n

          Note: An approver of multiple contractors will only receive one reminder email<\/p>\n\n\n\n

          \"\"<\/figure>\n\n\n\n
          \n\n\n\n

          Push Notifications to Contractors<\/h2>\n\n\n\n

          Once a contractor has activated the PCRecruiter Mobile app and enabled Notifications, a PCRecruiter user can send push notifications directly to their mobile device. <\/em>A phone icon will appear in the Status column to indicate that the contractor has successfully installed the app.<\/p>\n\n\n\n

            \n
          1. Select Contract <\/strong>from the Main Toolbar.<\/li>\n\n\n\n
          2. Click on Hours<\/strong>.<\/li>\n\n\n\n
          3. Choose the Pay Period<\/strong> for which you want to notify Contractors.<\/li>\n\n\n\n
          4. Click Search<\/strong>.<\/li>\n\n\n\n
          5. Select the contractors to whom you wish to send a push notification:\n