TimeSite Pro can send a variety of emails and notifications triggered by different activities and schedules that can be set up in these configuration settings. TimeSite Pro can send emails either from its email server or your email server. TimeSite Pro can also send short SMS messages or notifications to our mobile app. The following actions can trigger either or both an email or a short message to be sent by TimeSite Pro:
- send an email to your client
- advise timesheet users about a new project or job
- reminder to complete or submit your timesheet
- notification that a timesheet has been submitted for approval
- notifying a new user that they have been added to your TimeSite Pro account
Note: we have used the domain yourcompany.com in our screenshot examples. Replace this domain with your own email address.
You can specify different email addresses to direct information emails to different staff members or email distribution lists within your company. If you don't specify an email address, emails will be received from the TimeSite address NoReply@timesite.com.au. Remember to click on Save when you change these email addresses.
Default From: This address is used for emails regarding changes to your TimeSite Pro account including Admin changes, timesheet reminders and so on.
Enquiries: This email address is not currently used. It is included to support future developments.
Accounts: this address is used for emails sent from the Invoice screen to your clients including the invoice and related reports as PDF documents.
Support: This email address is not currently used. It is included to support future developments.
Send Notice of: These two email addresses are typically used to update your TimeSite Pro account administrator of changes to Clients and Tasks made by other authorized users. Refer to the Project settings to set up notifications of new Projects added to your TimeSite Pro account.
Send email server (SMTP)
Your TimeSite Pro account is initially configured to send emails using our Microsoft Exchange email server, mail.timesite.com.au. You can configure your TimeSite Pro account to send emails from your own company email server. You may need to contact your IT team to obtain these configuration settings and to test emails sent via your SMTP server. Your IT team can use the link to our email server's Microsoft Remote Connectivity Analyser to run additional detailed test. It may also be necessary for your IT team to configure your network security tools to permit us to connect to your SMTP server.
Please contact our support team if you require any assistance configuring your SMTP email server.
TimeSite Pro can send an email to your client when you create an invoice. You can specify a specific recipient or use the email address of the client contact nominated to receive an invoice. See Invoice Overview for more information on this feature of TimeSite Pro. This email is sent manually from the Invoice > Invoiced screen, or automatically from a scheduled invoice in the Invoice > Schedule screen.
You can use email variables in the body of the email that will be replaced by actual values from different records in TimeSite Pro: client, project and invoice, etc. These variables will vary according to the different emails that can be sent by TimeSite Pro.
TimeSite Pro can send two different emails when a new Project is created. One email can be sent to a specific person via their email address or to the user who created the project or who will be managing the project. The second email will be sent to users who are linked to the project. See this help article for more information on Project — Linking: Why and how do I link users to projects & projects to users?.
On creation of new Projects
Use this email notification option to send an email to admin users and project managers who need to know that a new Project record has been created in the system.
Variables are available for the email recipient, the email subject line and the email body. Hover your mouse in each section to reveal the variables available in each section of the email.
When users are linked to Projects
This email is sent to users who are either automatically or manually linked to a Project.
Timesheet & Approval Reminders
TimeSite Pro can send reminders to users to complete their timesheet, submit their timesheet, or approve a timesheet that has been submitted for approval.
TimeSite Pro can send an email and or a message to resource (timesheet) users to remind them to complete their timesheets, i.e. add timesheet records to their timesheet either via their browser or via our mobile app. You can specify that an email is only to be sent if the user hasn't added a timesheet record for x number of days. For example, you can send a reminder if a user hasn't added a timesheet record during the last week.
Alternatively, you can send an email to everyone on a specific date and time to remind them to complete their timesheet, i.e. make sure their timesheet is up to date. You may wish to do this if you are not using our timesheet approval workflow.
Select the day/s of the week that the email is to be sent and specify the number of days since the last update was made to their timesheet. If you specify 0 days, then the reminder will be sent to all users on the day and time that you specify.
You can also specify that a brief SMS message is to be sent to their mobile phone or to our TimeSite Pro mobile application on their iPhone or Android phone. Note that it's possible for a user to receive both an email and a notification to their mobile app.
TimeSite Pro can send an email and or a message to resource (timesheet) users to remind them to submit their timesheet for approval. You will specify that the email or notification is to sent to everyone on a specific date and time to remind them to submit their timesheet. Review our timesheet approval workflow in this help article, Timesheet Approval.
TimeSite Pro can send a notification to a timesheet approver that a timesheet has been submitted for their approval. Select the day/s of the week and the time that the approval reminder is to be sent. Note that this reminder will only be sent if an approval is required.
TimeSite Pro can send two different emails when a new User is created. One email can be sent to a specific person via their email address, for example, a payroll manager to provide them with details of the new user added to TimeSite Pro. The second email will be sent to the user to provide them with onboarding details relating to their new TimeSite Pro login. We recommend that you include details guiding users in downloading our mobile app and your FAQ outlining how you would want your users to use TimeSite Pro. Review our help article on What should my FAQ guide for our users include?.
The TimeSite support team are able to resend the onboarding email to all users if requested via an email to email@example.com.
TimeSite Pro can send an email to a user notifying them that their password has been changed or reset.