Notifications can be changed in the Express Implementation Portal, in the Department Notifications tab.
There are two different ways of configuring system Notifications, depending on the requirements:
- Department Notifications are used to control which supervisor or admin user will receive notifications from ESS employees in specific departments.
- Example: User John Smith is configured as the Absence Request Approver of the Warehouse department, so he will receive Absence Requests from all employees in that department.
- Example: User John Smith is configured as the Absence Request Approver of the Warehouse department, so he will receive Absence Requests from all employees in that department.
- Role-Based notifications are more generic – the system will send a notification to the supervisor who has visibility to the employee’s department if the Supervisor role is selected, or the administrator if the Admin role is selected.
- Example: Employee Kevin Archer is in the Production department, so his Absence Requests will go to the supervisor with visibility to the Production department.
- Example: Employee Kevin Archer is in the Production department, so his Absence Requests will go to the supervisor with visibility to the Production department.
What are notifications
Notifications are used by employees with access to the Employee Self Service (ESS) module, to notify their supervisor of an action they have taken. For example they can notify their supervisor that their contact information has changed, or that their Weekly Timesheet has been submitted for approval. The most common notification is an absence request. In this screen you can decide who your employee’s notifications will go to.
Choosing who will receive a notification
Notifications are configured by department or by role.
Department-based Notifications:
Simply select the department you want, then add the notification user for the type of notification desired. If a department has no supervisor assigned, any notifications from employees of that department, will go to the department supervisor on the next level of the department tree.
Role-based Notifications:
Simply select the Role that you want to receive the notifications (Admin or Supervisor). If Admin is selected, anyone with an Admin Role will receive that notification. If Supervisor is selected, any supervisor that has visibility to the employee’s department will receive that notification.
Employee Overrides
Overrides can be set per employee in the case that a certain employee’s notification should not go to the user defined in the Role-based or Department-based configuration.
Example: Rob Belvedere is in the Operations department, and is the supervisor of the Operations department, so he is set as the Absence Request Approver for that department. As he should not be approving his own absence requests, an Override is set up for his Absence Requests to go to his supervisor, bypassing the Department-based or Role-based configuration.
Types of Notifications
- Employee Private – the employee has changed their address or contact information
- Employee Dependent – the employee has changed their family details
- Timesheet Notification – the employee has submitted their Weekly Timesheet for supervisor approval
- Absence Notification – the employee has submitted an absence request (notification only)
- Absence Request Approver – the employee has submitted an absence request (approval/rejection)
- Scheduling Availability – the employee has changed their scheduling availability preferences
- Shift Swap – an employee has dropped or picked up a shift using the shift swap function