uses notifications as a way of informing selected people when certain job-related events occur. When one of these events occurs, staff assigned to the job A job is the overall project that you or your organisation works on for a client. , team members or job manager can be notified by email.
will not notify you of an action that you yourself have initiated.
When notifications are processed
Action-related notifications (including job state changes and actual time meets/approaches/exceeds estimated time) are processed immediately, so the notification is delivered within a few minutes, subject to factors such as system load and internet traffic.
Date-related notifications (including lead activity due, milestone due, job or job task due) are processed overnight so that the notification is delivered in time for the due date.
Notification types
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Default notifications
There are a number of standard or default notification rules that are triggered by events such as:
- Assign to job – you (or one of the other notification contacts) will be notified when assigned to a job
- New job cost/document/note – a new cost, document or note has been added to a job that you are assigned to
- New job task – a new task has been added to a job that you are assigned to
- Milestone completion – a milestone has been reached on a job that you are assigned to
- Task completion – a task has been completed on a job that you are assigned to
- New lead activity – a lead activity is due on a lead that you are assigned to
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Custom notifications
You can create additional or custom notification rules if you wish to extend the scope of the default notifications. Here are some examples.
Notification Type For example, you might set a notification to trigger... Job – estimated vs actual time when actual time reaches 80% of estimated time. You (or other notification contacts assigned to the job) will then be notified when 8 hours (out of an estimated 10 hours in total) have been worked on the job. Job Status Change whenever the job state changes, or perhaps when it changes to a specific job state, such as Completed. Job task – estimated vs actual time as for Job – estimated vs actual time, above, but for individual tasks. Job/Task Due Date seven days before the job/task due date so that you can check that work is nearly completed.
Lead Activity Due Datetwo days before the Lead activity is due, so that you and/or a team are aware of activities that are due this week. Milestones five days before the milestone is due, so that you are aware of milestones that are due this week. New Job when a new any job is started, or perhaps when a job is started for a specific client.
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Timesheet notifications
WorkflowMAX can automatically send email reminders to help your team keep timesheets up to date.
In Settings > Notifications > Timesheets, admins can create one or more reminder rules, choose who receives them (all staff, specific teams, or selected staff), and schedule when they send (based on your organisation’s timezone).
Reminder options include:
- Un-submitted timesheet prompts (for this week or last week)
- Weekly productivity tracking notifications, which can email staff when their logged hours fall below a selected percentage of their weekly productivity target.
- Weekly capacity tracking which can email staff when their logged hours fall below a selected percentage of their weekly capacity target
Reminders are only sent to eligible staff (e.g., active/working users with a valid email), and the system avoids duplicate rules so people don’t receive the same reminder multiple times.
FAQ
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Why are reminders not sending?
Ensure your plan includes Timesheet Reminders (Advanced or Premium), there are active Timesheet rules under Settings > Notifications > Timesheets, and that the configured send time has passed since creating or editing the rule.