Timely submission of timesheets is essential for payroll processing, compliance, and client billing. HRStop offers both manual and automated options to remind employees who have not submitted their timesheets. This article explains both methods in detail.
Methods to Send Reminders:
You can send timesheet reminders in two ways:
- Manual Reminders via the Timesheet Dashboard
- Automated Reminders via Notification Settings
Method 1: Manual Timesheet Reminder (from Timesheet Dashboard)
This method allows HR/Admins to send a one-click reminder email to employees directly from the Timesheet dashboard based on their submission status.
Steps:
- Navigate to: Control Panel → Timesheet
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Use Filters to refine the list:
- View: Select Daily View or Weekly View
- Additional filters: Department, Designation, Employee name (optional)
- In the filtered list, locate employees who haven’t filled their timesheets.
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Click the Mail Icon next to the employee’s name.
- This will send an email notification directly to that employee reminding them to submit their timesheet.
- Repeat this process for other employees as needed.
=> Tip: Use this feature every Friday or Monday to follow up with non-compliant employees.
Method 2: Automated Timesheet Reminders (via Notifications)
HRStop allows you to configure automated reminder emails that go out to employees who haven’t filled their timesheets for any working day in the previous week.
Steps:
- Navigate to: Control Panel → Settings → Notifications
- Scroll to: Timesheet Notifications section
- Locate and enable: Reminder for Timesheet Submission
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Configure the reminder:
- Set the trigger to send reminders to employees who haven’t submitted timesheets for any working day in the previous week.
- Schedule the reminder (e.g., every Monday at 9:00 AM)
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Set recipients:
- Choose “All Employees” or select specific departments/designations.
- Optionally add CC/BCC for HR or reporting managers.
- Click Save to activate the notification.
=> What Happens Next:
Employees who meet the condition (missed entries in the previous week) will receive an automatic reminder email on the scheduled day.
Benefits:
- Ensures better compliance
- Reduces manual follow-ups
- Avoids payroll issues caused by unsubmitted timesheets
Best Practices:
- Use manual reminders mid-week for ongoing submissions.
- Enable automatic reminders for weekly compliance enforcement.
- Combine both methods for full coverage and accountability.
=> Troubleshooting:
If reminders are not being sent:
- Ensure employees have valid email addresses in the system.
- Check that notifications are enabled and saved.
- Verify that email configuration is active for your HRStop instance.