Timeclock and payroll e-mail notifications

How to choose which timeclock, time off and payroll events send an e-mail, who receives each one, and which e-mails QuantumOps does not send.

Written By Chris Scaminaci

Last updated About 1 hour ago

QuantumOps can e-mail employees and managers about time off requests, punch exceptions and approved pay periods. Every one of these e-mails is off until you turn it on. You choose which events send an e-mail, whether the affected employee gets a copy, and which extra addresses receive it.

Before you start: the Timeclock & Payroll module must be on, and you need the Administrator, Timeclock Admin or Payroll Admin role.

Open the notification settings

In the left menu, under Hubs, choose Payroll Management. The Admin Hub opens (see The timeclock and payroll Admin Hub).
Select the Settings tab.

The tab is titled Notification Settings. It shows eight cards in three groups:

PTO Notifications: PTO Request Submitted, PTO Request Approved and PTO Request Rejected.
Timeclock Notifications: Punch Exception Created, Punch Exception Approved, Punch Exception Rejected and Missed Clock-Out Detected.
Payroll Notifications: Payroll Period Approved.

Each card has a switch and a one-line description. Changes save as soon as you make them.

Turn on an e-mail

On the card, turn the switch on. The card then shows its options.
Tick Notify affected employee to send the e-mail to the employee the event is about.
Under Additional recipients:, type an e-mail address in Enter email address... and select Add. Repeat for each address. Select the cross on an address to remove it.

QuantumOps checks that the address looks like an e-mail address and refuses one that is already on the list.

When you switch a card on for the first time, some boxes are already ticked. Notify affected employee is ticked on the approved and rejected cards and on Missed Clock-Out Detected. Notify supervisors is ticked on PTO Request Submitted, Punch Exception Created and Missed Clock-Out Detected. Check them before you rely on them.

Notify supervisors does not add recipients on its own. To send an e-mail to your managers, list their addresses under Additional recipients:.

An employee gets an e-mail only if their payroll record has an e-mail address (see Payroll employees).

Who receives each e-mail

Card	Sent when	Goes to	Subject
PTO Request Submitted	An employee submits a time off request.	The additional recipients, and the employee if Notify affected employee is on.	Time Off Request Submitted - the employee's name
PTO Request Approved	A supervisor approves a request.	The employee, if Notify affected employee is on, and the additional recipients.	Your Time Off Request Has Been Approved
PTO Request Rejected	A supervisor rejects a request. The e-mail carries the reason the supervisor gave.	The employee, if Notify affected employee is on, and the additional recipients.	Your Time Off Request Has Been Declined
Punch Exception Created	A punch exception is created, for example when an employee corrects a forgotten clock-out or a supervisor fixes a stale clock-in.	The additional recipients, and the employee if Notify affected employee is on.	Punch Exception Requires Review - the employee's name
Punch Exception Approved	QuantumOps does not currently send this e-mail. Switching the card on has no effect.	Nobody.	Not applicable
Punch Exception Rejected	An exception is rejected in the payroll wizard (see Payroll wizard: reconcile), for an employee who is a HaloPSA agent with a payroll record. Rejecting on the Supervisor tab does not send it.	The employee, if Notify affected employee is on, and the additional recipients.	Your Punch Exception Has Been Declined
Missed Clock-Out Detected	An administrator selects Email Reminder or the mail icon. See below.	The employee, if Notify affected employee is on, and the additional recipients.	Missed Clock-Out Detected - the employee's name
Payroll Period Approved	A pay period is approved.	The additional recipients only.	Payroll Period Approved - the period's name

The Payroll Period Approved e-mail has no employee to notify, so Notify affected employee has no effect on it.

Punch Exception Created and Missed Clock-Out Detected are sent only for people who have a payroll record. For an agent who has no payroll record, nobody receives them, not even the additional recipients.

The missed clock-out e-mail

QuantumOps does not send Missed Clock-Out Detected by itself. It is sent when an administrator selects Email Reminder on a stale clock-in, or the mail icon on a long shift found by the scanner. Both are on the Supervisor tab, under Exceptions (see Supervising punches, exceptions and time off). This e-mail is sent only while its card is switched on. Email Reminder shows its confirmation even when the card is off, so check the switch first. For an agent who has no payroll record, the button shows an error and nothing is sent.

Times in the e-mails

Times shown in these e-mails are in UTC, not in your organisation's time zone, and the e-mails do not say so. In the Missed Clock-Out Detected e-mail, the expected clock-out time is simply eight hours after the clock-in.

E-mails that are not sent

The Settings tab has no card for these, so QuantumOps does not send them:

A reminder to employees to submit time off before a pay period closes.
E-mails about holiday bids: that a bid was placed, approved or rejected.

Employees follow their requests and bids on the timeclock dashboard instead (see Requesting time off and bidding for holiday shifts).

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