Manage Client Level Reminder Settings

Overview

After clicking an individual client from the list, you will be able to make edits to the timings or types of reminders available. You will see the Time Entry methods appear in the upper part of this menu with the Approvals options below. In most cases, the correct reminders have already been configured, but you may want to change when reminders are generated.

Steps

If you want to adjust the timings of when Bullhorn Time & Expense delivers reminders, click the Edit option in the Time Entry or Approval section.

 

To remove a time entry or approval method, click Delete.

 

Edit Time Entry Reminders

If you select Edit in Time Entry, you'll be able to configure the reminder experience for time entry.

 

Live Date indicates when you intend to start delivering time entry reminders.

Send link for Web Time Entry is the default and preferred reminder type.

Send phone number for IVR may be selected only when an agency is configured to capture time when employees dial a number and enter worked details.

Applies To is an important selection area. This option refers to the time that the first Time Entry reminder is delivered. If the reminder is set to send the first request on Friday at 1 pm and the intent is for the employee to enter time for the current period, you should select Current Week.

If the reminder is set to send the first request on Monday at 8 am and the intent is for the employee to enter time for the previous week, you should select Previous Week.

This setting must match the option in the schedule or the reminder may not be delivered as expected.

 

If you prefer that employees receive a customized message when receiving time entry reminders, you may enter that in this field. In most cases, the message will default to that set for the agency.

Delivery Options

This is where you can set the First requestand First retry (second attempt) dates.

 

For best results, we recommend spacing out the time between delivery attempts by at least one full hour. In other words, do not schedule two attempts to take place in the same hour.

 

When you're done making selections, click Submit to save your settings.

 

 

That's it- you've edited the Time Entry reminder settings for the client you selected. You may proceed to manage Approval Reminder Settings or click Home in your Time Management Console window to exit these settings.

Edit Approval Reminders

After you click Edit, you can make changes to the approval email settings in place.

Live Date indicates when you intend to start delivering time approval requests.

Using the Notify employee when options, you can determine when an employee should be notified.

  • Never will prevent employees from receiving notifications regarding time approval.
  • All Approved will alert employees as to when time is approved.
  • Anything changes expands notifications to include disputes or modifications made by approvers, rejections, or any other approval actions.

Notify branch of dispute may be used to send an alert to branch administrators if a dispute is made and requires a resolution. This requires additional configuration.

Hide comments will bar an approver from seeing any comments submitted by the employee.

Prompt for alternate approver enables a 'pop-up' style window that allows a primary approver to define an alternate approver after approving time.

Delivery Options

This is where you can set the First request, First retry (second attempt), and Escalate on (third attempt) dates.

You may set the escalation attempt so that it is sent to a secondary approver by filling in the Escalate On option and selecting a submitter from the drop down menu.

 

For best results, we recommend spacing out the time between delivery attempts by at least one full hour. In other words, do not schedule two attempts to take place in the same hour.

 

Pay close attention to the Previous Week or Current Week settings. If set incorrectly, these can prevent requests from being generated or delivered as expected. Depending on your needs, these settings may vary.

  • Select Previous Week if request will be generated after the current week ends. For example, if the week ends on Sunday and your first request should be delivered on Monday, you should select the Previous Week option for that particular request.
  • Select Current Week if the request will be generated before the related week ends. For example if the week ends on Sunday and you want to deliver your first request on Sunday, you should select the Current Week option for that specific request.

You're done. You've adjusted Approval Reminder settings for the client you selected. You may repeat the process to make changes for other clients or click Home if you're done making changes to your reminder settings.

Manage Reminder Types

Depending on your needs, you may need to change time entry or approval methods. These settings have already been configured for your agency by Bullhorn Time & Expense Implementation Manager. If you are unsure of which settings to use, please contact your Bullhorn Time & Expense Implementation Manager before making any changes.

When selecting a different a new method, you must first click Add new time entry method or Add new approval method. Then you may configure options as needed.

Learn about commonly used Time Entry methods.

  • Employee Reminder is the reminder type used for Web Time Entry. With this method, Bullhorn Time & Expense will automatically generate and deliver weekly reminders for employees to submit time for the period. The reminder contains a link to the logon page; employees will enter a user ID or password to sign in.
  • Email Request is used for Group Time Sheet or GTS requests. This will send a link to a submitter to allow time capture. No logon is required. For more on creating a GTS request, see Create a New Group Time Sheet

Show me the commonly used approval methods.

  • Approval By Assignment is the most commonly configured approval method. This method delivers an email request to the specific approver indicated on an assignment. This method is works well in both clock and web time capture groups.
  • Email Request is sometimes found in clock environments where approvers are not assigned to individual assignments. Approval requests are generated by department and delivered to an approver responsible for approving time worked in that department.
  • Expense Approval by Assignment works similarly to Approval by Assignment, but generates requests to approve expense reports instead of time. This method is typically found in web time capture groups only.