How-To: Receive an Email When an Employee Requests Time Off

When an employee requests time off, emails can be sent to their supervisors. The message notifies the supervisor that their employee has a pending time off request and they should login to TimeWorksPlus to approve, deny or edit the request.

In order for this to happen:
  • the manager needs to be designated as a supervisor in Login Maintenance
  • the recipient's name must be entered in the requesting employee's Employee Setup Supervisor field
More details on how to set this up are found below in Configuring Automated Time Off Request Emails.

How Do Client Level Users Get an Email?

Client level users can also receive an email if they choose to enable it in their Update Personal Info.

Client's have the option to choose if they want TOR emails
Checking this box in will result in all employee TOR emails being sent to the client level user. If you would like the client level user to only receive emails for select employees, see the instructions below.

Configuring Automated Time Off Request Emails

Supervisors and client level users must have a first name, last name and email in Login Maintenance to receive a Time Off Request notification. Furthermore, the first and last must be exactly matched to the Supervisor Field in Employee Setup.

Follow these steps to ensure a supervisor receives the time off request email. An explanation of how multiple supervisors can receive the email for the same employee will follow.
  1. From the Maintenance Menu, select Login Maintenance and click the manager's login name. Verify the supervisor has a (see image above):
    • First Name
    • Last Name
    • Email
  2. Enter the supervisor's first and last name to the Supervisor field in Employee Setup. Please note that this is CASE SENSITIVE
This would be repeated for any employee of John Smith's.

How the System Matches a Request to a Supervisor

For a little further explanation on how this works, think of it this way:
  1. When an employee submits a time off request, the system checks the Supervisor field of that employee's Employee Setup.
  2. If there is a name in that field, it checks Login Maintenance to see if there is a client or supervisor with a matching first and last name.
  3. If there is an email attached to the matching supervisor, they will receive the email notifying them of the request.

Emails to Multiple Recipients

To do multiple emails (or supervisors) you would just do a comma separated entry in the Employee Setup Supervisor field. For example:

Note: The Employee Setup fields, including the Supervisor field, has a character limit of 50.

Emails to Client Level Users

This will also work with first and last names set for Client level accounts, if they want that user to get the time off request email by default. 

Did you find this article helpful?