Configure Delivery Destination(s)
In order to Notifications, users must provide their E-mail Address(s), and/or Mobile Phone number in the appropriate fields of the General tab. Multiple E-mail addresses are supported - When using, separate addresses with a semi-colon.
Example: mymail@gmail.com; myothermail@mycompany.com
Configure Notification criteria
From the "my settings" screen, use the "Notifications" tab to configure notification criteria
Employee Visibility
This determines which employees will trigger notifications for the specific user. There are three choices:
- None: This user will not receive notifications
- Assigned: This user will receive notifications from all possible employees where the user is Assigned to the Employee (Employee Record >> "Externals" tab >> Supervisors: Primary or Secondary)
- All: This user will receive Notifications from all possible employees.
Note: "All possible employees" means employees that the user can see. For users with a whitelist, that means only those employees that successfully pass through the whitelist filter.
PTO Requests
Specify which method(s) of notification you want the system to use for PTO Requests. There are four choices:
- None: No PTO Request notifications will be sent
- Email: PTO Request notifications will only be sent by E-mail to the e-mail address(es) of the account
- Text: PTO Request notifications will only be set by Text to the Mobile Phone number of the account
- Email And Text: PTO Request notifications will be sent to both E-mail and Text simultaneously
Schedule Violations
There are eight possible schedule violation items. These items are triggered by Early punches or Missed punches for each of four possible scheduled times. In order to raise a Schedule Violation event, an employee must be assigned to a schedule, and that schedule must have a "Scheduled Time" associated with the even type being triggered.
The potential triggered times are for Clock In, Lunch Leave, Lunch Return and Clock Out.
For each potential trigger types, there are two possible triggering events. Early and Missed.
Configuring the criteria requires specifying a Notification Method and a time Duration that should raise a Notification Event.
Notification Methods
For Notification methods, specify which method(s) of notification you want for each event. There are four choices which match the choices described for "PTO Requests" above.
Note: Set the Notification Method to "None" for any event where a notification is NOT desired.
Duration
Enter a time duration that will cause a Trigger Event.
- For Early, specify the amount of time before the scheduled event that should create a notification
Example: Early In value set to 0:15 (or 0.25) will trigger the event if the employee clocks in more than 15 minutes early
- For Missed, specify the amount of time to wait before creating a notification
Example: Missed Out value set to 0:06 (or 0.10) will trigger the event if the employee has not clocked out by 6 minutes after the shift ends
Note: In every likely scenario, duration values will be positive. You would not want a Missed In notice if the start time has not yet occurred and you wouldn't want a Early punch notification when it's actually late...
Determining the Employee Time Zone
In order to properly work with Employee Schedules, the system needs to know the time zone of the employee. To accomplish this, the software will check the Employee's WebConnect Configuration for a Specified Time Zone. Failing that, the system will locate the first DeskPunch Configuration, with a Specified Time Zone, where the employee is a member.
Note: If no time zone is identified through the above, Schedule Violation Notifications will not occur.
General Information
For "Early" events, the system "listens" for punches arriving in the system. Punches can come from Physical Clocks, WebConnect, Mobile Devices and DeskPunch. Each of these cause the system to check if a notification should be raised.
For "Missed" events, at the appropriate time, the system checks if the desired punch has arrived.
If a User (Supervisor or Manager) manually creates, modifies or removes a punch, the system DOES NOT use that punch to generate a notification, even if that manually created or modified punch is Early.
If a User modifies their Notification Criteria, the system will recreate all upcoming event triggers for that user, which could trigger a second notification being sent for the same event.
If a User reassigns an Employee Schedule, the system will recreate all upcoming event triggers for the Employee (including other users)
If a User modifies a Schedule, the system will recreate all upcoming event triggers for all users, company wide.
Events are not triggered for any date that the Employee also has a PTO Entry.
Manually Importing Punches from a clock will NOT trigger any events. It's treated like a User Edit.
Instructing the clock to Re-Send previous punches, in certain corner case conditions, could trigger unexpected notifications.