How To Set Administrative Alerts

Administrative Alerts let you notify the right people the moment something happens with an employee's attendance — a missed punch-out, an absence, an overtime threshold, a manual edit, and more. Instead of checking reports manually, alerts are delivered straight to email as soon as the triggering event occurs (or on a daily/weekly summary schedule, depending on the alert type).

Types of Alerts You Can Set Up

The Alerts page is organized into categories. Expand any category to see its available alerts, tick the ones you want, and set the relevant thresholds/times. Here's what's available:

Attendance Alerts

Administrative Alerts

  • Login / Logout
  • Retirement payment alert
  • Education fund alert
  • Send a birthday alert (at a set time)
  • New Hire (send at a set time on the employee's start date)
  • Termination (send at a set time on the employee's last day)

Anniversary Alerts

  • Send anniversary alert — set how many days before the work anniversary and what time to send it

Daily / Weekly / Monthly Summary

  • Daily summary — previous day's timesheets, plus a daily hours-overreach threshold
  • Weekly summary — overtime summary, plus a weekly hours-overreach threshold, on a chosen day/time
  • Monthly summary — monthly lack & overtime alert, plus a monthly hours-overreach threshold, on a chosen day/time
  • Additional summary alerts — monthly per-day report, average-by-months report

Tasks & Projects

  • Daily tasks summary — a daily digest of task activity, at a set time
  • Tasks and Projects alerts — employee starts / pauses / completes a task
  • Project Budget — alert when a project reaches a chosen percentage of its budget

Expenses

  • Get alert on employee expense submissions with attachments

Customers / Locations

Employees Reports Approvals

  • Notify if employees did not approve their reports within a set number of days after the end of the Payroll Period
  • Attendance report / IIA Report

Terminal Alerts

  • Terminal disconnected (for more than X minutes)
  • Access denied
  • Unregistered personnel

Door Access Control (DAC)

  • Alert about access to selected doors/terminals
  • Immediate alert: user outside premises during paid work hours — monitors physical "Exit" logs from DAC terminals while the employee is clocked in; if no matching "Entry" log appears within the set number of minutes, an alert is sent to the global recipients
  • Daily summary for Door Access Control and biometric clock entries — auto-emails an Excel report of users who passed through the chosen doors and/or clocked in on selected biometric devices within a specified time frame. Note: this report always includes data for all users, regardless of the watcher's own permissions or access levels

Scheduled CSV Reports

  • Timesheets report (e.g. previous day's timesheets), at a set time
  • Users report, at a set time

This guide covers the general steps to create an alert and configure who receives it. For alert-specific setup, see the linked articles above.

How to Create an Alert

Step 1. On a web browser, log in to the TimeClock 365 User Dashboard.

Step 2. Go to the Alerts tab.

Step 3. Click Create New Alert.

Step 4. Set the alert name, tick Active, and choose whether to Watch All Users or select a specific employee group. Then add the desired Watchers — the people who should receive the alert emails.

Step 5. Go to Administrative Alerts and tick the alert type(s) you want this alert to trigger for (see the list of alert types above).

Step 6. Click Save to apply the changes.

Setting Up Alerts for Managers

If you want managers to receive email alerts regarding their team's punch-in/out activity:

  1. Go to the Alerts page.
  2. Under Watchers, select who should receive the email (e.g. select the role Group Manager).
  3. Under Watchable Users, select who should be monitored (e.g. select All Users).
  4. Save the settings.

Important Setup Notes for Manager Alerts

  • Permissions: Watchers must have system permissions to view other users, or they won't receive the alerts.
  • Groups: Setting Watchers as "Group Manager" and Watchable Users as "All Users" works automatically as long as your Groups are created, Group Managers are assigned, and employees are placed under those Group Managers.

Note: TimeClock 365 is rolling out an updated dashboard interface. This guide reflects the current interface — we'll update the steps and screenshots once the new interface is live for all accounts.

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