BTE Email Reminders

Email Reminders can be set up in BTE to automatically send on a schedule to employees and/or approvers. These emails prompt employees to enter and submit time via WTE or approvers to approve time or expenses for a specific time period.

See the information below to learn more about Email Reminders in BTE.

Hierarchy Levels

Email reminder settings follow a hierarchical inheritance model of Agency → Branch → Client.

Email reminders can be configured at three organizational levels in BTE:

  • Agency Level: The agency level is the top tier where reminder settings are initially established. Settings configured at the agency level serve as the default template for all branches within the organization. Configure reminder settings at the agency level for automatic inheritance when creating new branches. See Applying Agency Email Reminder Settings to Existing Branches - Apply Default for more information.

  • Branch Level: Branch-level settings inherit from the agency, but can be customized as needed. When you create a new branch, it automatically inherits the agency's email reminder configuration. Branch settings override agency settings when customizations are made. See Setting Up & Managing Email Reminders on the Branch for more information.

  • Client Level: Client-level settings are the most granular and have the highest priority. Individual clients within a branch can have their reminder settings customized independently. Changes made at the client level take precedence over both branch and agency settings. See Setting Up & Managing Email Reminders on the Client for more information.

FAQ

Are expense approval reminders separate from time approval reminders?

Yes, while both follow the same three-reminder structure, expense approval reminders have their own configuration with a separate "Expense Intro" text field that can be customized at the agency and branch levels.

Can I customize reminder text at the client level?

While custom messages can be set at the agency (with inheritance to branches), client-level customization focuses on timing and scheduling. The primary text customization happens at the agency and branch levels.

I changed settings at the agency level, but existing branches haven't updated. What should I do?

Settings configured at the agency level only automatically apply to new branches created after the change. For existing branches, you must use the Apply Default function under System Setup > Client Setup.

When should I set reminder status to "Inactive"?

This information is for new customers only. During go-live, set the Status to Inactive to prevent email notifications from sending for the previous week. After the last reminder time has passed during the go-live week, set them back to Active.