How to Set Up Custom Email Notifications

Configure email notifications about problematic user behavior and receive an email if it occurs.

Note: This feature is available with Standard and Premium Time Doctor subscription plans. 

What Types of Email Notifications Are Available?

Daily and real-time notifications are available in Time Doctor. 

How do Email Notifications Work?

Each manager, admin, and owner can configure email notifications for themselves. For each email notification, it is possible to select the conditions that need to be met to trigger the notification and which users and days of the week the notification should apply.

Daily email notifications are sent the next day at 2 am in your company's time zone.

Real-time email notifications are sent soon after notification conditions are met. 

How to Set Up Email Notifications

Go to Settings / Email notifications, click on the Create new button, and a side panel will open where you'll be able to:

  • Create a name for the notification so that you can recognize it later
  • Select whether you would like to be notified daily or real-time 
  • Select the condition that should trigger the notification   
  • Select which users it should apply to (all users, specific groups, or individual people)



When you click on the green Create button, the email notification will appear on the list of the email notifications you have already set up. Emails will be sent to the email address associated with your Time Doctor account when the conditions are met. 


Available Conditions for Daily Notifications

The following conditions can currently trigger notifications:

  • Too much unproductive time ("Unproductive time % per day greater than...")
  • Too little productive time ("Productive time % per day lower than...")
  • Too high idle minutes ("Idle minutes % per day greater than...")
  • Too high idle seconds ("Idle seconds % per day greater than...")
  • The user hasn't been active for some days ("Did not track time in...")
  • Too many or too few hours worked ("Daily hours worked greater/lower than...")
  • Late or early start time ("Start time later/earlier than...")
  • If you use the "Work schedules" feature - attendance issues: a user was late, absent, or partially absent for their shift ("Did not follow work schedule")
  • Manual or mobile time ("Manual or mobile time added"). You might want to enable this notification to review the time that is added manually. 

Available Conditions for Real-time Notifications

The following conditions can currently trigger notifications:

  • "User added manual time"
  • "Didn’t start working" (notifies about users who haven’t started working by a specific hour)
  • "Didn’t start shift" (notifies about users who haven’t started working within the first 5 minutes of their shift start time)