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Where and How to Set Up Reminders
- Admin > Reminders: Create new reminders
- Admin > Schedule: Edit existing reminders
- Admin > Setup > Miscellaneous > Email Reminders: Edit the message and subject of the reminder
In Admin > Reminders, the Reminder tab is where you choose the type of reminder. Let's take a look at the Timesheet Minimum Hour reminder.
If the notification template is not ACTIVE, email reminders will not be delivered.
In Admin > Reminders, the Schedule tab is used to specify when the reminder will kick off and look in timesheets. In the example below, since we had set "Yesterday" in the Reminder tab, the Schedule tab is set to "Daily" and runs only "Tuesday - Saturday." This is because people are typically expected to work minimum hours on Monday - Friday. On Tuesday it will look at Monday, On Wednesday it will look at Tuesday, etc. Sunday is unchecked because we don't want to look at Saturday. Monday is unchecked because we don't want to look at Sunday.
Once saved, your reminder settings can be edited under Admin > Schedule.
Limit Reminders to Part-Time Employees
Some software products allow part-time employees to indicate days on which they are not going to work, and on those days the part-time employees do not receive timesheet entry reminders.
For example, in Deltek, the part-time employee may enter zero (0) hours on future dates against a project called Days Not Worked, alerting the company that those were days the employee did not plan on working.
That person would not get email reminders for the zero hour days, but they would get reminders for no time entered on days they had not already indicated with zero hours.
Unanet offers a workaround that would provide similar results.
An option in Unanet is to set up an unpaid pay code, call it something innocuous like Non-Work, and assign it to a similar non-work project that is non-billable (NB) that would allow for future time entry.
Of course, there would be hours on the timesheet that were not worked, and would need to be excluded from payroll exports and reports.
We can use Employee Type to prevent the part-time employees from ever getting the reminder, but that is not preferred as we do want them to get the reminder for days they do intend to work.