Avaza can email a weekly reminder to anyone who has logged less time than their standard working hours for the week. It helps timesheets get filled in on time, without you chasing people.

Turn on reminders

  1. Go to Settings › Timesheet Settings and switch on Weekly Timesheet Reminder. It saves straight away. Only Administrators and Finance Managers can change it.

    The Weekly Timesheet Reminder row in Timesheet Settings switched On, with its description: send a weekly reminder to timesheet users who have logged less time than their standard working hours

  2. Give each person their working hours. In Contacts, open the person and fill in Standard Working hours: the hours they work on each day of the week. The Total is their weekly hours. Nobody without working hours gets a reminder.

    Standard Working hours on a team member's contact record: 8 for each day from Monday to Friday, nothing on Saturday and Sunday, and a Total of 40

  3. Check that people haven't switched reminders off themselves: see below.

Who gets a reminder

The reminder goes to each person who:

  • has the Timesheet/Expense User or Administrator role, including external contacts with that role;
  • has accepted their invitation to Avaza;
  • has Standard Working hours filled in;
  • has Weekly timesheet reminders switched on in their user profile;
  • has logged fewer hours than their standard hours for the week.

All time entries count towards the week's hours, including drafts and time that isn't approved yet. The week counted runs Monday to Sunday, whatever first day of the week your account uses.

The email is called "Weekly Timesheet Reminder from" your company name. It says how many hours the person has entered against their standard working hours, with a View Timesheets button.

Let people choose

Everyone can switch their own reminder on or off with Weekly timesheet reminders, under Email reminders on the Notifications tab of My Profile (click your profile picture at the top right and choose User Profile), then click Save changes. New people start with it switched on. While Weekly Timesheet Reminder is off for the account, the option is greyed out with a note that an Administrator has turned weekly timesheet reminders off. See managing your user profile.

Email reminders on the Notifications tab of My Profile: Daily task reminders, and Weekly timesheet reminders greyed out with the note that an Administrator has turned weekly timesheet reminders off for this account

If someone isn't getting reminders

  • Check that Weekly Timesheet Reminder is on in Settings › Timesheet Settings.
  • Check their Standard Working hours in Contacts. If they're empty, no reminder is sent.
  • Ask them to check Weekly timesheet reminders in their user profile.
  • Check that they have the Timesheet/Expense User role and have accepted their invitation.
  • If they logged their standard hours or more, there's nothing to remind them about.
  • Ask them to look in their spam folder and add no-reply@mail.avaza.com to their contacts. See whitelisting Avaza emails.

The daily reminder email in the user profile, Daily task reminders, is for tasks, not timesheets.