Wondering who gets notified when something happens in Rota & Time Clock? This guide explains how notifications are sent and why certain people may (or may not) receive them.
The short version: notifications follow your organisation's role hierarchy and are only sent to the next level up. This helps prevent everyone from being bombarded with the same alerts.
Understanding the role hierarchy
There are four roles in Rota & Time Clock:
Administrator
Manager
Supervisor
Employee
You can view or change an employee's role by opening their profile and going to 'Roles & positions'.
How notifications are sent
When an employee triggers a notification (eg. by requesting time off or adding a comment), the notification is sent to their immediate manager within the hierarchy.
To avoid notification overload, notifications are not sent to every manager above them.
If a level doesn't exist, the notification simply skips to the next available role.
For example
If your organisation has:
An administrator
Employees
The Administrator receives notifications from all employees.
If your organisation has:
An administrator
A manager
Employees
The manager receives notifications from employees, and the administrator receives notifications relating to the manager.
Shift comments: visibility vs notifications
Comments work slightly differently.
Who can see comments?
Anyone higher up the hierarchy can view shift comments directly within the shift.
This means supervisors, managers, and administrators can all see comments made by employees they oversee.
Who gets notified about comments?
Notifications are only sent to the employee's immediate manager in the hierarchy.
So it's possible to have access to a comment without receiving a notification about it.
Don't worry - the comment is still there and visible if you open the shift.
Examples
1. Two administrators and 20 employees
If your organisation has:
2 administrators
20 employees
Both administrators will receive notifications from all employees.
2. One administrator, one manager and 25 employees
If your organisation has:
1 Administrator
1 Manager
25 Employees
The Manager receives notifications from the employees.
The Administrator receives notifications relating to the Manager.
3. Multiple locations
Let's say you have:
1 administrator
A location in London with 1 manager and 10 employees
A location in Manchester with 10 employees and no manager
In this case:
The manager receives notifications from the London employees.
The administrator receives notifications from the Manchester employees (because there's no manager there) and from the manager in London.
4. Shift comment notification
Let's say you have:
1 administrator
1 manager
15 employees
An employee adds a comment to one of their shifts.
What happens?
The manager receives a notification about the comment.
The administrator does not receive a notification.
Both the manager and administrator can still view the comment within the shift.
Want managers or administrators to receive everything?
By default, notifications follow the hierarchy described above.
However, managers and administrators can optionally be set to receive notifications from all employees below them, regardless of reporting structure.
This can be useful if you'd prefer senior staff to have visibility of everything happening across the organisation.
To activate this feature:
Click on your initials in the top right corner
Click on 'My notifications'
Enable 'Receive notifications from all direct reports'
