How to Set Up Custom Email Notifications

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

What Types of Email Notifications Are Available?

Weekly, 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 and any registered user in their Time Doctor account. 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.

Weekly email notifications are sent at 2 AM on the start day of the week as configured in Email Notifications Settings. 

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 weekly, 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)
• Select individual recipients to whom the notification will apply
  • Recipients can unsubscribe at any time from their settings, and will not receive further notifications unless they choose to re-subscribe.
  • Recipients will only receive notifications for groups or individuals they have permission to monitor, regardless of the broader selection made by the creator.
• Select which users to monitor (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...")

• Too many unusual keyboard and mouse activity ("Unusual keyboard and mouse activity greater 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)

Available Conditions for Weekly Notifications

The following conditions can currently trigger notifications:

• Too many or too few hours worked ("Weekly hours worked greater/lower than...")