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Automated Email Options Follow

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Kristina Donaldson
  • Updated

The uAttend system offers a wide range of automated email options to ensure smooth communication, enhance efficiency, and streamline operations. This guide outlines each automated email type and includes links to instructions for configuring these features. 

In this article:

 

Time Off Requests

Time Off Request emails streamline the time-off approval process by notifying the appropriate person of updates on time off requests, ensuring timely approvals or denials and keep employees informed.

  • Sent to: Administrators, Supervisors, Employees
  • Details Include:
    • Employee name
    • Requested date(s) and hours
    • Employee's available hours
  • Additional Features: 
    • Displays if others are out on the same dates.
    • Includes a link to view the request in the account.
  • Follow-Up Options:
    • Approve or Deny the request directly from the email.
    • If approved or denied, an automated email is sent to the employee stating who approved or denied the request.

Enable Time Off Requests in the Settings tab of the account. Check out our Guide to Time Off for a comprehensive walk through.

 

Shift Alarms

Shift Alarm emails help people stay informed about early, late, or missing punches, allowing for prompt corrective actions to maintain your schedule. 

  • Sent to: Anyone 
  • Details Include:
    • Employee name
    • Shift
    • Punch Status
    • Associated message including the date and time of the punch
  • Additional Features: 
    • A shift details and summary email outlining the shift settings and assignments is sent when an administrator configures the shift alarms. 

To set up shift alarms:

  1. Configure shifts at the account level.
  2. Assign shifts at the department level.
  3. Edit and adjust shifts at the employee level.

 

Overtime Alerts

Overtime Alerts provide administrators and/or supervisors real-time updates on employees approaching or exceeding overtime.

  • Sent to: Administrators, Supervisors
  • Details Include:
    • Name of employee
    • If the employee is approaching, reaching, or currently working overtime including OT1, OT2, and weekly OT.
    • Time and date for the status
  • Additional Features:
    • Current hours worked
    • Overtime rule
    • Department
  • Follow-Up Options: 
    • Log in to the account directly from the email.

Follow this link for an in-depth guide on setting up overtime alerts.

 

Employee Punch Notifications

Punch Notification emails provide immediate updates on employee punches. Configurable in an employees profile, any email address can be added to receive a notice whenever an Employee punches in and out.

  • Sent to: Anyone
  • Details Include: 
    • Employee Name
    • Punch Type
    • Punch Time and Date 

To set up employee punch notifications, check out our article: Send an Email or Text Notification when an Employee Punches.

 

Lunch and Break Reminders

The Break and Lunch reminder feature allows administrators and supervisors to schedule text and/or email reminders for employees, informing that the employee's break or lunch is nearing. Users can schedule reminders to be sent a specific time prior to break or lunch thresholds. Administrators and supervisors will also have the ability to get notifications if employees don’t take their lunch or break within the designated timing. These notifications can be set on a recurring basis.

  • Sent to: Administrators, Supervisors, Employees
  • Details Include: 
    • Company Name and ID
    • Employee Name
    • A message reminding the employee to punch out for break or lunch
    • The Break/Lunch Time

For a detailed step-by-step walkthrough, visit our Break and Lunch Alerts and Reminders article.

 

Timecard Approvals

Timecard Approval emails simplify the timecard approval process by notifying the appropriate person when a timecard is approved or denied. Employee can receive an email when their Supervisor approved or unapproved their timecard. Supervisors can receive an email when an administrator approved or unapproved a timecard of an employee in one of their responsible departments. Administrator can receive an email when a Supervisor approves a timecard.

  • Sent to: Administrators, Supervisors, Employees
  • Details Include: 
    • Employee Name
    • Pay Period
    • Time Card Details
    • Who approved or denied the time card
  • Additional Features: 
    • Employees receive an email when supervisors approves or rejects a timecard. 
    • Supervisors receive an email when administrators approves or rejects a timecard. 
    • Administrators receive an email when a supervisor approves or rejects a timecard.
  • Follow-Up Options: buttons included or additional emails sent

To set up timecard approvals:

  1. Set up timecard approval settings at the account level.
  2. Adjust timecard approvals at the department level.
  3. Enable timecard approvals at the employee level.
  4. Configure supervisor permissions as needed.
  5. Enable employees to view their timecards from the web portal or mobile app and invite them to set a password to log in. 

 

Schedules

While the published schedules emails are not automate, emails can be sent any time a person publishes or updates a schedule through the Scheduling feature.

  • Sent to:
    • Employees that are assigned to at least one shift on the schedule. 
    • Supervisors if they are responsible for at least one employee on the schedule.
    • All administrators.
  • Details Include: 
    • Company name and ID. 
    • Employee name. 
    • Date range for the schedule.
    • Employee schedule is included in the email. 
    • Full schedule is attached to the email. 

To learn more about our scheduling feature, check out our Guide to Scheduling.

 

Employee Timecards

In addition to sending employee timecards from their timecard in the web portal, you can program automatic emails to send on a regular basis. Simply add the appropriate email address(es) to receive the timecard in the employee's profile.

  • Sent to: Anyone 
  • Details Include: 
    • Account Name and ID
    • Employee Name
    • Date Range of the Timecard
    • Full Employee Timecard (attachment)

For instructions on how to set up employee timecard emails, click this link.

 

uText Usage Notifications

A monthly uText summary is sent automatically if you or any administrator on your team has enabled uText notifications. These emails provide the bill-to person with updates on text usage and plan details helping you stay on top of your monthly subscription fees.

  • Sent to: Bill-To Email
  • Details Include:
    • uText messages sent 
    • uText Notification Plan
    • Monthly cost

To receive a monthly uText notification email, enable the Optional uText Notifications setting in My Account.

 

Monthly Payment Notifications

An automated payment response email is sent each month to keep you updated on your account payment status. Additionally, you will receive a courtesy reminder if your credit card is expiring within 30 days.

  • Sent to: Administrators
  • Details Include:
    • If the payment was successful, unsuccessful, or the account was closed due to an unpaid balance
    • Account name and ID
    • Bill-To Person
    • Payment ID number
    • Bill Date
    • Balance Due
    • Transaction ID
  • Additional Features: An automated email is also sent if your payment information has been updated with a review of your account details. 

These automatic notifications are sent monthly. Update your billing information at any time in the My Account section of the web portal. Visit this link for step-by-step instructions.

 

Timeclock Authentication Codes

Timeclock Authentication Code emails ensure secure device onboarding by requiring account administrators involvement in any new devices being added to the account. This process keeps administrators informed of changes and helps manage potential costs associated with the number of devices on the account.

  • Sent to: Administrators
  • Details Include:
    • Authentication code
    • Device ID
    • IP Address of the timeclock
    • Location of the timeclock

To receive an authentication code, complete the onboarding process on the timeclock. After entering the company ID, the authentication code email is automatically generated as long as there are no network connection issues. 

 

Employee Login Credentials

If adding employee login details, such as the username and password, using our Utility Tool, employees will be automatically emailed their login credentials to assist with logging into your company's account either through the web portal or smartphone app.

  • Sent to: Employees
  • Details Include:
    • Account name
    • Web Punching details (username and password)
    • Smartphone App details (company ID, username, and password)
  • Additional Features: 
    • If the password does not meet our necessary requirements, the employee may be prompted to create a new password on login.
  • Follow-Up Options: 
    • Login button
    • Links to download the app from the App Store or Google Play

To email employee login credentials using the Utility Tool, set up employees' information through the Utility Tool at utilities.trackmytime.com.

 

Invite Person

While not automated, you can easily send an Invite Person email to assist new users with completing their login setup, ensuring quick and secure access to uAttend.

  • Sent to: Administrators, Supervisors, Employees
  • Details Include: 
    • Subject: Action Required: Complete your uAttend Set Up
    • Account name and ID
    • User name
    • LOGIN button 
  • Additional Features: 
    • Clicking the LOGIN button directs to a form to create and confirm the password.
    • The username can be updated from this form. 
  • Follow-Up Options: 
    • After creating their password, the Invite User hyperlink will change to Reset Password in the user's profile. An account administrator or supervisor (with permissions) can use the Reset Password hyperlink to assist with a password reset if necessary.

For more information, take a look at our Update a User's Username and Password article.

 

Payroll Onboarding Complete

After you have completed the payroll wizard, you will receive an email to schedule a follow up call with a payroll specialist. 

  • Sent to: Administrators
  • Details Include: 
    • Account name and ID
    • Additional details that will need to be provided to the payroll specialist to complete the process
    • SCHEDULE CALL button
  • Additional Features:
    • Clicking the SCHEDULE CALL button directs to a calendar to schedule a follow-up call with a member of our team.

For more information on Payroll, click this link to review our payroll documentation.

 

Pay Run Processed

As an administrator, you will receive an email when payroll is processed successfully. 

  • Sent to: Administrators
  • Details Include: 
    • Account name and ID
    • The Pay Period Date Range
    •  VIEW DOCUMENTS button
  • Additional Features: 
    • Clicking the SCHEDULE CALL button allows you to access the payroll documents.

For more information on Payroll, click this link to review our payroll documentation.

 

New Timeclock Notifications

Every account administrator on your account will receive an automated email letting you know a new timeclock has been added to your uAttend account. 

  • Sent to: Administrators, Supervisors, Employees
  • Details Include: 
    • Device ID
    • IP address
    • Location 
    • The date of your next invoice
    • The number of timeclocks on your account 
    • Any charge you may see as a result of the additional device
  • Additional Features: 
    • If the total number of timeclocks listed is incorrect, you can click the LOGIN button to log in to your account and remove unused device IDs.

We have detailed articles on how to onboard each model and how to remove timeclocks from the account in the Timeclocks section of this help center.

 

Reports

A sentence or two stating the purpose of the email. 

  • Sent to: Anyone
  • Details Include: 
    • Account name and ID
    • Date Range
    • Attached report 
  • Additional Features:

To email any report, click EMAIL after running the report. You can select an email address from the dropdown or enter one or more email addresses in the appropriate field. For more information on reports, we have an article that covers what each uAttend report does as well as an entire section in this help center dedicated to walking you through each report individually. Follow this link to find out more!

 

QuickBooks Connection Errors

A sentence or two stating the purpose of the email. 

  • Sent to: Administrators
  • Details Include:
    • Company name and ID
    • Notified the administrator when there is a QuickBooks connection error

To integrate with QuickBooks using uAttend Connect, follow this link to see our articles on uAttend Connect.

Note: QuickBooks has removed their "Timer Activities" import feature effectively disabling integration and imports for QuickBooks Desktop 2022 and later. If you are unable to integrate or import into QuickBooks, check your QuickBooks version for compatibility

 

Account Cancellation Requests

A sentence or two stating the purpose of the email. 

  • Sent to: Administrators
  • Details Include:
    • Account name
    • Account ID
    • Site URL
    • Account Creation Date
    • Total days active
    • Who submitted the request
    • Email address
    • Date Submitted
    • Reason for cancellation

To submit an account cancellation request, select Cancel Account in My Account.

 

This list serves as a reference for the automated email options available with uAttend. To set up these emails, refer to the relevant guides within our Help Center. 

 

 

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