Work-time check and reminder settings
On the General tab of the HR settings page you switch on the monthly work-time check and set the allowed monthly variance. With the check on, two automatic reminders can be set: a daily notice for anyone who logged no time at all on a working day, and a reminder at the start of the month for anyone whose previous month came out "Under-reported" or "Missing". With the check off, neither reminder is sent.
Open the page from Settings → HR settings; it requires admin rights.
Monthly work-time check
The Monthly work-time check is off by default. Once it is on, the Time logs step of Finance → Monthly check workflow compares logged hours with the hours expected from the HR profile.
The Allowed monthly variance (hours) field sets the tolerance (8 hours by default, between 0 and 200). Within it, the colleague's row is "OK". With the check off, the step says the check is switched off. The "Work-time check in the monthly closeout" article explains the calculation.
Work-time reminders
The Work-time reminders selectors only appear while the check is on.
- Daily reminder: Off / Morning, for the previous working day (at 8 am) / Evening, for the current working day (at 8 pm).
- Monthly closeout reminder: Off / At month start, for the previous month (on the 1st at 8 am).
Times follow the team's time zone.
Who gets the daily notice?
A time-tracking colleague whose HR profile has an expected work time, whose employment is active, where the day is a working day (not a company holiday), and who has no time entry at all for that day.
No daily notice goes to:
- someone whose contract covers fewer days than the team's working week – which day they take off is unknown, so only the monthly check applies to them;
- someone on a full day of accepted leave;
- someone with an absence (such as sick leave) recorded in HR for that day.
A half day of leave does not exempt anyone, because the other half of the day is still expected.
Who gets the monthly reminder?
Anyone whose previous month came out "Under-reported" or "Missing". "Over-reported" gets no reminder, since there is nothing to make up.
Colleagues' own settings
Colleagues can switch both reminders on or off and choose the channel themselves ("Daily reminder for missing work time", "Monthly reminder for missing work time") on the Notification Preferences page, opened with the Settings link at the bottom of the notifications drop-down. By default they arrive by e-mail and in the app.
You can also remind a single colleague by hand with Send reminder in the Time logs step of the Monthly check workflow page.