FastTrack360 Version 12 Online Help

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The Leave module can be configured to send automatic notifications to users to communicate information about leave requests. Notifications are setup to trigger based on the actions taken when requesting and rejecting/approving leave. Therefore, if notifications are required to be sent as part of the leave request process, the relevant notifications must be configured.

The Notifications maintenance item is located in Leave Module > Maintenance > Notifications.

There are two basic types of notifications; scheduled notifications and immediate notifications.

Scheduled notifications are notifications that are schedule to be sent at specific times. Scheduled notifications include the following message types:

  • reminder - sent to timesheet submitters and approvers as a reminder to submit or approve leave requests by a certain time/date respectively

  • escalation – sent to an alternative approver if the usual approver has not approved or rejected a leave request within a specific amount of time after being submitted.

Scheduled notifications can be configured to reoccur until the corresponding timesheet is submitted or approved/rejected.

Immediate notifications are notifications that are sent immediately when a specific event occurs. Immediate notifications include the following message types:

  • submitted - sent to the approver where the initiator submits a leave request.

  • rejected – sent to the initiator when an approver rejects the leave request.

  • approved – sent to the initiator when an approver approves a submitted leave request

  • recalled – sent to an approver when a leave request that has been awaiting their approval has been recalled by the initiator.

Notifications can be delivered via one or more of the following delivery methods:

  • email – an email message is sent to the email address of the relevant recipient

  • SMS – an SMS is sent to the relevant recipient's mobile telephone

Notification Triggers and Delivery Methods

The following table describes each of the Notification triggers in more detail.

 Click to view Notification Triggers

Notification Trigger

Description

Submitted (Immediate)

The submitted trigger applies when an:

  • Initiator submits a leave request for approval.

Notification is sent to:

  • The Candidate Record Owner where the Agency User has permission to 'Action (& Proxy) Leave Requests', else the notification is sent to …

Recalled (Immediate)

The Recalled trigger applies when an:

  • Payee, Proxy or Administrator recalls an non-actioned leave request.

Notification is sent to:

  • The Candidate Record Owner.

Approved (Immediate)

An approved notification is sent to the Leave Request initiator.

Rejected (Immediate)

The Rejected trigger applies when an:

  • Approver rejects the leave request.

Notification is sent to:

  • The Leave Request initiator.

Reminder (Scheduled)

The Reminder trigger applies when:

  • A request has been submitted and not actioned within the delay period defined in the notification.

Notification is sent to:

  • The Initiator and the Candidate Record Owner.

Escalation (Scheduled)

The Escalation trigger applies where a request has not been actioned within the delay frequency period applied to the notification.

Notification is sent to:

  • To determine whom to send the notification (escalatee), the system checks the Payee’s ‘Office’, then finds Agency Users with permission to ‘Leave Request Administrator’ who belong to the same Data Group as the Payee’s ‘Office’.

  • If there is a pool of escalatees, all of them will get the escalation.

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