How to Notify Employees of Their Exceptions via Email

Last Updated: Aug 17, 2015 01:16PM EDT
When it comes to employee management, expecting the unexpected comes with the territory. Common and not so common attendance-related issues inevitably arise and between your existing workload and your varying employee attendance, you have no time to deal with unnecessary conversations. Rather than having to deal with your employees on a case-by-case basis, you can configure your FingerCheck software to notify these employees of their exceptional punches so you don't have to. Here is how to do so: 
 
  • Log onto your FingerCheck account and go to the “Setup” tab. From the drop down menu on the top left of the page, select “System Menu.”
  • Now click on "Scheduled Tasks" and then click on the yellow "Add" button to create a new task.
  • To begin filling out your scheduled task, enter a "Code" to label the task and a "Description" to describe the task. The Job Status must be set to "Scheduled," and the task MUST be run as a user that has access to all employees (usually an administrator), which is set under the "Run Task As User" drop down menu. Once these options have been set, underneath the Task Actions subsection, click on the "Add" button to add the task to be done.
  • The "Job Action" is AUEXNO – Notify Employee For Exception. The "Exception Code" (defined in exception policies, which can be found in the "Exception Policies Menu") determines which exception the employee will be emailed for.  The "Message" is whatever message you would like displayed to employees in the email notifying them of their exception. 
  • Finally, a "Task Trigger" will have to be created to define when the task action is performed. Click on the "Add" button to begin creating your task trigger. 
  • ​Define a "Start Date" and "End Date" for the task to trigger between. You can create a far-off end date, such as the year 2099 to forego the hassle of having to update the task trigger any time soon.
  • The "Time" you set will depend on the type of exception you want, and when you wish for the employee to be emailed of the exception.
  • Additionally, the "Trigger Type" will be determined based on the type of exception that you wish to be emailed to the employee. For example, if you would like to monitor missed punches, you can set the trigger time for Daily so that the employee can be notified each day if they are missing an out punch for that day.

Note that in order for your employee to actually receive these emails, an e-mail address must be on file in their employee personal information. When the exception is triggered, the employee will then be emailed of said notification with the pre-defined message you set.

For an employer, this is an invaluable tool that can save you the time and hassle of tracking various situations that may occur amongst your workforce, and allows each employee to be more accountable for their own actions.

To learn more about our cost effective and user-friendly cloud-based time and attendance software, check out our website at FingerCheck.com. Interested in our services? Sign up for a 30-day free trial and get started with FingerCheck today.
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