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Configuring Firm Notifications

Set the firm-wide defaults for every alert Time Tracker sends: timesheet reminders, schedule changes, time off, budgets, and more

Applies to: Workforce · Premium · LawBillity

Time Tracker can nudge people at the right moment: a Friday reminder to submit time, an alert when a time off request arrives, a warning before a project goes over budget. You set them all up in one place, and each alert can go to the web app (the bell icon in the top bar), to email, or both. These are firm-wide defaults. Users can change the ones that apply to them on their own My Account page.

Getting There

Go to Admin > Settings > Notifications. Seven tabs run down the left: Timesheets, Schedule, Invoices, Time Off, User Monitoring, Project Management, and User Achievements. Tick Web App and/or Email for each alert, and click Save on each tab before you move to the next.

Timesheets

Timesheet Notifications

The Timesheets tab: reminders, digests to admins and managers, and workflow alerts.

Notification
Options
Send time submission reminders
Send to all users, or only to users who haven't submitted yet. Pick the day and time (Friday 5:00 pm, for example).
Send times entered by users to Admins
A digest of time entered. Choose how often and when, and whether to include all users or only those who entered time.
Send times entered by users to Managers
The same digest, limited to the users each manager has access to.
Notify users when their entries have been rejected
An alert for each rejected entry, so the user can fix and resubmit it.
Notify users when their payroll period has ended
Sent at 5 pm on the last day of the payroll period.
Notify Admins/Managers when selected as a delegate
Someone has made them a temporary approver for time, expenses, and time off.
Notify users when a different Admin/Manager is their delegate
The user is told who's approving their entries for now.

Schedule

Schedule Notifications

The Schedule tab: shift publishing, reminders, and open-shift alerts.

Notification
Notes
A shift assigned to the user is published or changed
Per user.
Reminder before a scheduled shift starts
Set the lead time in hours and minutes.
An open shift the user is eligible for has been published
Per user.
Admin/Manager: an open shift has been claimed
Admin/Manager: an open shift requiring approval has been requested
User has been approved for an open shift
Admin/Manager: an open shift has not been claimed
Sent a set number of days before the shift (2 by default).

Invoices

Invoice Notifications

The Invoices tab has a single alert.

One alert: a notification when an invoice's email status is "not delivered" or "bounced", so you notice a failed send instead of assuming it arrived.

Time Off

Time Off Notifications

The Time Off tab.

Notification
Who receives it
A user submits a Time Off request
Admins and managers
A Time Off request is approved or rejected
The user who asked

Both are on for Web App and Email by default once Time Off is turned on.

User Monitoring

User Monitoring Notifications

The User Monitoring tab: exceptions and inactivity.

These go to admins and managers, and only about the users they have access to.

Notification
Notes
A user creates a time entry outside their geofence
Needs Geotracking. See GPS Tracking & Geofencing.
A user has not logged all of their scheduled time for the day
Compares logged hours to the schedule.
A user has logged more than their scheduled time in a day
Digest of new time off requests
Choose how often and when, for example Daily at 8:00 am.
A user has not signed in for a set time
1 week by default.

Project Management

Project Management Notifications

The Project Management tab: budget and deadline alerts.

Sent to admins and managers for projects they have access to, when the project has an estimate. See Setting Up Project Estimates and Budgets.

Notification
Default
Total estimated time has been reached
A percentage of total estimated time has been reached
80%
On the projected end date
A number of days before the projected end date
5

User Achievements

User Achievement Notifications

The User Achievements tab.

Notification
Notes
Any user has redeemed a reward
User receives a badge
All team members: a member contributed to a team reward
Tango wallet balance goes below a set amount
$100 by default
Note: Every tab says users can override these settings from their My Account page. Treat what you set here as the starting point, not a lock. See Managing Your Personal Notification Settings.

Tips

  • Start with Web App only for busy alerts (digests, monitoring), and add Email for the ones people mustn't miss (time off, rejected entries).
  • Reminder and digest times are sent in each user's own time zone.

Common Problems