Timesheet Notifications & Email Reminders (Beta)

The Timesheet Notifications & Email Reminders feature helps keep contractors, clients, approvers, and agency users informed throughout the timesheet lifecycle.

There are three types of notifications available for Timesheets to help contractors, clients, and you stay updated throughout the timesheet process: Automated Email Reminders, Custom Email Reminders, and Real-Time In-App Notifications.

Each notification type serves a different purpose based on the user role and timesheet status.

Automated emails are system-generated notifications that are sent automatically when specific timesheet actions take place.

Contractors receive these emails in real time when a timesheet is created for them, when the timesheet is approved by the Agency or Client, or when the timesheet is rejected by the Agency or Client.

Each email includes a “View Timesheet” link, allowing contractors to directly access the relevant timesheet in the Contractor Portal.

Contractor email notifications will not be sent if the contractor has been unassigned from the job, if the Contractor Portal is disabled, if the contractor does not have access to the Contractor Portal, or if the contractor is marked as Off-Limits.

Approvers receive automated reminder emails when timesheets with logged hours are submitted and are waiting for approval. A timesheet can be submitted by an Agency Recruiter, Client, or Contractor.

A timesheet with zero logged hours can also be submitted, but it will not appear on the Approvers’ Review Timesheets page or trigger an automatic submission notification to approvers.

The system checks for newly submitted timesheets every 4 hours starting from 00 UTC. An email reminder is sent only when submitted timesheets are found during that period. This includes newly submitted timesheets as well as timesheets that have been resubmitted after being rejected.

The reminder email includes all timesheets that are currently awaiting approval for that approver, including older pending timesheets that have not yet been approved.

When an approver opens the email and clicks the provided link, they are redirected to the relevant place to review the timesheets. Agency approvers are redirected to Recruit CRM, while Client approvers are redirected to the Client Portal.

Custom email reminders allow agency users to manually send reminder emails whenever follow-up is required. These reminders are sent immediately to the selected contractor or approver.

Contractor reminders can be sent for timesheets that are in Open or Rejected status. Approver reminders can be sent for Submitted timesheets that are waiting for approval. This also includes zero-hour timesheets when a Custom Reminder is manually sent, even though these timesheets do not appear in the Approvers’ Review Timesheets page or trigger automatic submission notifications.
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When a Custom Reminder is manually sent for a zero-hour timesheet, the approver receives the reminder and can review the timesheet.

If multiple selected timesheets belong to the same recipient, Recruit CRM sends a single consolidated reminder email that includes all relevant timesheets requiring action.
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Before sending a reminder email, Recruit CRM checks whether the required contractor or approver details are available.

For contractors, reminder emails cannot be sent in the following cases:

For approvers, reminder emails cannot be sent in the following cases:

If any validation check fails, the system will display the reason why the reminder could not be sent. Once the issue is resolved, you can revalidate the details and send the reminder again.

Real-time in-app notifications help contractors, clients, and approvers stay updated on important timesheet activities directly within their respective portals.

These notifications are available in the Contractor Portal, Client Portal, and Agency Portal. When a user receives a notification, they can click on it to directly open the related timesheet page, where they can review the details or take the required action.

Contractors receive notifications when important timesheet actions take place, such as when a timesheet is created for them, when their timesheet is approved by the Agency or Client, or when their timesheet is rejected.

Approvers receive notifications when a timesheet with logged hours is submitted for approval. This applies whether the timesheet is submitted by the Contractor, Client, or Agency user.

Zero-hour timesheets do not generate submission notifications for approvers.

If multiple timesheets require the same type of notification, the system may group them into a single notification instead of creating separate notifications for each timesheet. Users can access all relevant timesheets directly from the notification.

In-app notifications will not be generated if the required portal does not exist, the portal has been disabled, or the Client online link has been turned off.

Recruit CRM also sends notifications for reimbursements, helping contractors, agency users, and clients stay informed throughout the reimbursement approval process.

Contractors receive automated email notifications in real time when a reimbursement is Approved or Rejected by an Agency or Client approver. These notifications are sent only if the contractor has access to the Contractor Portal.

Clicking View Reimbursement in the email opens the reimbursement tab of the related timesheet in the Contractor Portal.

Agency and Client approvers receive automated reminder emails when a reimbursement is Submitted for approval by a contractor or agency user. These reminder emails are generated every 4 hours and consolidate all pending reimbursement approvals for the same approver into a single email.

If a reimbursement is reopened after a previous decision, it will be included in the next scheduled reminder email.

Real-time in-app notifications are also available for reimbursements.

Contractors receive notifications when a reimbursement is Approved or Rejected, while Agency and Client approvers receive notifications when a reimbursement is Submitted for approval.

Clicking a notification opens the reimbursement tab of the related timesheet, allowing users to review or take action immediately.

With real-time notifications enabled, users can stay informed about important timesheet updates directly from their respective portals. These notifications help contractors, clients, and agency users quickly track timesheet activity, reduce manual follow-ups, and ensure timely action throughout the timesheet approval process.