Employee Notifications TimeSimplicity - Config and Troubleshooting


An example of a "Schedule Published"
notification
With TimeSimplicity scheduling, employees can receive text and/or email notifications for various events in TimeSimplicity.

For instance, an employee could be notified when the schedule is published and have a summary of that schedule texted to them.

For a video demonstrating some of the setup and troubleshooting of this feature, see VIDEO: TimeSimplicity Schedule Notifications.

Topical Index

Employee Notification Events

The following items can be communicated to an employee via text and/or email.
  • Schedule Published Employee will be notified that the schedule for their Workgroup is finished and a summary of their individual schedule will be included.
  • Shift Added/Modified/Removed If any part of an employee's schedule is changed after publishing, then they will receive a notification. If the affected schedule is within the next 24 hours, it will be immediate. Notifications for any change to a schedule outside of 24 hours will be sent out within 30 minutes.
  • Schedule Change/Remove Request Decision If an employee has requested to pickup a shift, and a manager has approved that request, then a notification will be sent to the employee. If the pickup is the result of another employee dropping the shift, then they will also receive a notification.
  • Preference Change Request Decision Schedule preferences allow an employee to request blocks of time where they prefer to work and others when they don't. When a manager approves their preference grid, they will receive a notification.
  • Open Shift Becomes Available When a shift for which an employee is qualified to work become available, they will receive a notification. This will include shifts dropped by a coworker requesting to drop the shift or a manager adding an open shift. By "qualified", we mean the employee can work the Position, is a member of the Workgroup, has enough hours available, etc.
  • Daily Schedule Reminder This feature allows an employee to get a reminder, at a predetermined time, each day they are scheduled. 

Where Are Employee Notifications Set?

Employee notifications can be configured at three levels:
  • By an Administrator or TS Maintenance user as part of the Company Rules ⇒ Employee Portal Features This is where a user can define the default notifications for all new employees added to the system. For example, you can set this rule so that all employees must have either an email or text notification enabled for the Schedule Published event.

    By selecting Either Always On an employee will be forced to have
    either a text or email notification when a schedule is published
  • By a manager editing the Notification tab of an employee record
  • By the employee themselves in the Employee Self Service Employees can adjust their notifications in the TimeWorksPlus ESS by clicking Schedule to access TimeSimplicity and then selecting Settings ⇒ Notifications

    Employee's can set their notification preferences by clicking the Description of the event and choosing an option

Setting an Employee's Notification Preferences as a Manager


Managers can access an
employee record by clicking
Employee ⇒ Employee
While employees can be given the option to choose their notification preferences, managers in TimeSimplicity can also set an employee's preferences:
  1. Click the Employee dropdown menu and choose Employee. This will pull up the list of employees.
  2. From the list, click on the name of any employee to view their record. 
  3. Choose the Notifications tab. There you can see the type of events that will trigger a notification. By clicking the Description of the event, you can edit the notification.

A manager can choose how an employee gets notified for these events.
The Email and Text Status toggles can be used to disable all notifications
If the employee will be gone for an extended period of time, you can disable the notifications with the Email and Text Status to the right of the notifications list.

Setting Employee Notifications as an Employee

Rather than setting up notifications one-by-one, you can allow the employee to configure the alerts themselves through the Employee Portal. These instructions explain how an employee using our integrated product would do that:
  1. Log into the Employee Self Service portal with their timekeeping credentials.
  2. Select Schedule from the left navigation menu. That will take them to the TimeSimplicity employee portal.

    Employees of accounts integrated with TimeWorksPlus access the
    scheduling portal through the timekeeping ESS
  3. From there, they can change their notification delivery methods in the Settings dropdown by clicking the Description of the event.

Setting Company Defaults for Notifications in the Employee Portal Settings

You can also mandate that employees receive notifications for certain events by configuring the Employee Portal Features rule. Only those with Admin or TS Maintenance roles can do this.
  1. Click the Company Rules dropdown and select Employee Portal Features.
  2. Choose a rule set. Most accounts have only one labeled Default*.

    By defining notification settings in the Default Employee Portal Features
    rule, you can mandate certain notification settings
  3. Choose the Notifications tab.
  4. Click the Description of the event to set the notifications. Once you save all changes, any new employees added to the system under this rule will have those settings applied to their Notification settings. This does not work retroactively for existing employees who already have their notifications set. 

The notification settings in the Employee Portal Features area of the system provides a way to
set defaults for employees when they are added to the system
  • Default Email will set the employee up with Email notifications by default.
  • Default Text will set the employee up with Text notifications by default.
  • Email Always On will prevent the employee from turning off the email notification from the Employee Portal.
  • Text Always On will prevent the employee from turning off the text notification from the Employee Portal.
  • Either Always On will force the employee to use either a Text or Email for being notified.
After making these changes, you will need to Save the Notification window as well as Save in the listings page.

*You can either add the notification rules to an existing, default rule for the portal or create a new portal rule that can be applied to a group of employees. If you choose to create a new portal rule, you will still need to apply that rule to a set of employees.

Troubleshooting Notification Issues

If employees are not receiving notifications, consider the following:
  • Check that the Status toggle hasn't been turned off In each employee record, there is a Notification tab where a manager can view the current state of the notifications. If either is disabled, the employee will not receive any notifications. While this could have been disabled manually, it is also possible that notifications were automatically turned off. This can happen if the employees cell phone or email provider label the notifications as spam and reject them. If that is the case, enabling the notifications may not fix the problem and the employee will need to get our text and email information white-listed. In the case of text messages, that will require the employee to contact their provider. For email, they would need to allow the outgoing email address associated with the notification.

    Notifications can be automatically turned off if three
    attempts to send a message are rejected
Not all notifications send instantly Most notifications will go out within 30 minutes of the event unless the schedule affected by the change is in the next 24 hours.

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