Section Contents

Overview

Email notifications are available within actiTIME Pro and actiTIME Online editions only

With actiTIME email notifications you can configure automatic messages for users to:

  • inform them about upcoming deadline
  • remind about incomplete time report
  • warn when they approach estimated task budget
  • notify about new project assignments
  • etc.

Notifications are configured in the Email Notifications interface. For each notification you can create an unlimited number of rules defining who and when should receive the notification messages.

Email Notifications Interface

For each notification you can define days of week to send the notification messages on.

Editing Days to Send Notification On

The time to send notifications at is the same for all users but depends on the time zone group of the user (see section General System Settings for information on how to configure the time to send notifications at).

You can launch notification sending manually at any time by clicking on the "Send Notifications Now" button. actiTIME will process all not paused notification rules and send notifications to the configured recipients.

Email Notifications interface is available to the users who have 'Manage Accounts & Permissions' permission.

Working with User Selector

User selector implemented in actiTIME allows you to select specific users, departments and time zone groups or specify that notification should be sent to all users with the necessary permissions.

User Selector

When you select a department or a time zone group, the system will send notification to those department or group members with enabled access who have specific permission (that depends on the specific notification) - including those users who will become department or group members later.

To view only selected users in the user selector click on icon.

View selected user only in the user selector

To search users by name click on icon and start typing user name.

Searching users by name in the user selector

Personal Time-Track Reminder

This notification is meant to remind users to fill in their time track.

Personal time-track reminder - sample notification rules

You can configure the following notification parameters:

  • Users to send notification to selected from the list of users with 'Enter Time-Track' permission. If you select whole department or time zone group, only those department or group members who have 'Enter Time-Track' permission will receive the notification.

  • Minimum number of hours that should be reported by the selected users within the configured date range

  • Number of last working or calendar days to analyze time-track data for

The following users will not receive personal time-track reminders even if they are configured as notification recipients:

  • Users with disabled access
  • Users without email address
  • Users without 'Enter Time-Track' permission

Report on Unsubmitted Time-Track

Managers will receive the list of employees whose time reports are incomplete.

Report on unsubmitted time-track - sample notification rules

You can configure the following notification parameters:

  • Users whose time-track should be monitored. If you select a department, the system will monitor all department members who have 'Enter Time-Track' permission.

  • Minimum number of hours that should be reported by the selected users within the configured date range.

  • Number of last working or calendar days to analyze time-track data for.
  • Managers to send notification about the selected users to.

    Managers are selected from the list of users with 'Generate Time Reports' permission. If you select a department or a time zone group, the system will send notification to those department or group members who have 'Generate Time Reports' permission.

The following users will not receive the notification even if they are configured as notification recipients:

  • Users with disabled access
  • Users without email address
  • Users without 'Generate Time Reports' permission

Notification of Upcoming Deadline

The system will warn users about missed or coming deadlines of open tasks in the selected projects.

Notification of upcoming deadline - sample notification rules

You can configure the following notification parameters:

  • Projects to control tasks deadlines in

    Please note that actiTIME will not send deadline-related notifications for completed tasks.

  • When actiTIME should notify users about task deadlines

    • Before deadline
    • On the deadline date
    • After deadline
  • Users to notify about deadlines selected from the list of users with 'Manage Tasks' permission. If you select a department or a time zone group, the system will send notification to those department or group members who have 'Manage Tasks' permission.

    Note: Each notification recipient will only receive information on tasks from the projects assigned to them.

The following users will not receive the notification even if they are configured as notification recipients:

  • Users with disabled access
  • Users without email address
  • Users without 'Manage Tasks' permission

Notification of Worked out Task Estimate

actiTIME will notify users when the time reported for a task reaches specified % of the estimate.

Notification of Worked out Task Estimate - sample notification rules

Note: Notification of Worked out Task Estimate is available in actiTIME interface only when 'Task Estimates' feature is turned ON in the ’Turn Features On / Off’ interface.

You can configure the following notification parameters:

  • Projects to control tasks estimates in
  • Percent of worked out task estimate that should trigger the notification.

    Percent of worked out task estimate may be greater than 100%.

  • Users to notify about worked out task estimates selected from the list of users with 'Generate Time Reports' permission. If you select a department or a time zone group, the system will send notification to those department or group members who have 'Generate Time Reports' permission.

    Note: Each notification recipient will only receive information on tasks from the projects assigned to them.

The following users will not receive the notification even if they are configured as notification recipients:

  • Users with disabled access
  • Users without email address
  • Users without 'Generate Time Reports' permission

Notification of Overrun Project Budget

actiTIME will inform selected users when the project cost exceeds the budget.

Notification of Overrun Project Budget - sample notification rules

Note: Notification of Overrun Project Budget is available in actiTIME interface only when 'User Rates & Cost of Work Report' feature is turned ON in the Turn Features On / Off interface.

You can configure the following notification parameters:

  • Projects which cost should be monitored.
  • Project cost that should trigger the notification.

    Project cost is calculated on the base of hourly user rates and time reported by users for the project tasks.

  • Date range to calculate the project cost for - you can select one of the following date ranges:

    • Current week
    • Current month
    • In total
  • Users to notify about overrun project budget selected from the list of users with 'Generate Cost & Billing Reports' permission. If you select a department or a time zone group, the system will send notification to those department or group members who have 'Generate Cost & Billing Reports' permission.

    Note: Each notification recipient will only receive information on tasks from the projects assigned to them.

The following users will not receive the notification even if they are configured as notification recipients:

  • Users with disabled access
  • Users without email address
  • Users without 'Generate Cost & Billing Reports' permission

Notification of Personal Earnings

Authorized users will receive a list of employees whose cost of work reaches some pre-defined value.

Notification of Personal Earnings - sample notification rules

Note: Notification of Personal Earnings is available in actiTIME interface only when 'User Rates & Cost of Work Report' feature is turned ON in the 'Turn Features On / Off' interface.

You can configure the following notification parameters:

  • Users to monitor the earnings for.
  • Earned value that should trigger the notification.

    Earned value is calculated on the base of hourly user rates.

  • Date range to calculate users' earnings for - you can select one of the following date ranges:

    • Current week
    • Current month
  • Users to notify about personal earnings selected from the list of users with 'Generate Cost & Billing Reports' permission. If you select a department or a time zone group, the system will send notification to those department or group members who have 'Generate Cost & Billing Reports' permission.

The following users will not receive the notification even if they are configured as notification recipients:

  • Users with disabled access
  • Users without email address
  • Users without 'Generate Cost & Billing Reports' permission