Timesheet Notifications

Timesheet Notifications utilize Timesheet Letters in a multitude of ways. Here we will setup Automatic Emails to be sent, Reminder Emails, Click Agreements and the Mobile App Invite.

Create Timesheet Form Letters #

Here we will configure the Letters that can be used. Once these Letters are created we will assign them to their specific part of the process.

Access Timesheet Form Letters #

  1. Click System from the Main Toolbar
  2. Click Form Letters
  3. Click Timesheet Letters

Create a Timesheet Form Letter #

  1. Click Add Letter
  2. Enter a Name for your Letter, this will automatically populate as the subject of the email when sent.
  3. Change the Username if desired (Not Required)
  4. Choose a Folder (Not Required)
  5. Click into the Email body to begin typing your email.
    1. Use the Insert Fields option to insert fields into your letter relating to:
      1. Name: The Contractors Name information
      2. Company: The Company the Assignment is with
  • Position: The Position the Assignment is for
  1. Placement: Assignment details
  2. Timesheets: Specific Timesheet details relating to the pay period (Note, if you would like the recipient to have direct access to the timesheet from the email, insert “Timesheets.View_Timesheet” into your letter.
  1. Click Save when finished

Assign Timesheet Form Letters #

Once you have created your form letters you will assign the Form Letters as described below.

  1. Select System from the Main Toolbar
  2. Click Timesheets
  3. Click Timesheet Letter Setup
  4. Use the Popup Selectors to choose each letter type

Approver Form Letter #

The Approver Form Letter is automatically sent to the Approver upon a Contractor submitting their timesheet. It can contain the Contractors Name, Assignment Details, and Timesheet Details.

Approved Timesheet Form Letter #

The Approved Timesheet Form Letter can be sent to the Contractor and/or Recruiter (Username who placed the Contractor on Assignment) automatically when the approver has approved the timesheet. This letter may contain the Contractors Name, Assignment Details, and Timesheet Details.

Contractor Click Agreement #

The text of this letter is displayed during the timesheet submittal process. Insert Fields cannot be used.

Approver Click Agreement #

The text of this letter is used to be displayed during the timesheet approval process. Insert Fields cannot be used.

Notification for Rejected Timesheet #

The Notification for Rejected Timesheet is triggered automatically when an Approver has rejected the Contractor’s Timesheet. This letter can be sent to the Contractor and/or the Recruiter (User who placed the Contractor on Assignment).

Contractor Reminder Form Letter #

The Letter selected here will be used to remind Contractors to submit their hours (Either in bulk or individually). This letter can contain Contractor Details and Assignment Details. You cannot use Timesheet options here because no timesheet has yet been submitted.

Approver Reminder Form Letter #

The Approver Reminder Form Letter will be used to remind Approvers to Approve any pending timesheets that have been submitted by Contractors. This letter can be sent individually or to all Approvers with Timesheets waiting approval. You may also include any Contractor Name Details, Assignment Details or Timesheet Details.

 

Creating the Mobile App Invite Letter #

First, you will want to create the letter that will be used to invite your contractors to use the Mobile App.

Note: If you skip this step, the default Mobile App Invite will be used

  1. Select System from the Main Toolbar
  2. Select Form Letters
  3. Click Timesheet Form Letters
  4. Click Add Letter
  5. Enter a Form Letter name. As always, this will autopopulate as the Subject of the Email but can be changed prior to sending if desired.
  6. Modify the Username and Folder if desired (Not Required)
  7. Click Mobile App Invite in the bottom of the window (Next to Save)
  8. You will now see the access instructions appear.
    1. There are three links in this email, you can edit the email however you desire, but those links must not be deleted; Apple Store, Google Play Store, and Activate my Account
    2. You can only have 1 Mobile App Invite in your database
  9. Add additional text to the Letter as desired
  10. Save when finished