The eClock alerts allow you to send notifications from Schedule Xpress to ensure that Users and employees are aware of current shift statuses. This module allows anyone receiving the notifications to be alerted and take quicker action over any issues within the Schedule.
In this article, we'll discuss the following on eClock alerts in Schedule Xpress:
eClock alerts
How do your eClock alerts work?
Your eClock alerts can be setup to allow you to receive notifications for a variety of different shift actions, such as missed check ins or clocks actions outside of a geofence.
These notifications can be sent as either SMS or email, and will also appear in the notifications section of your Schedule Xpress.
Finding your eClock alerts
The alerts can be found in Schedule Xpress, under Settings > Branch features >
Notifications > eClock alerts.
Type of alerts
There are 10 different eClock alerts you can receive notifications for. They are:
Missed check-in alert
Missed safety check alert
Missed check-out alert
Early check-in alert
Late check-in alert
Early check-out alert
Late check-out alert
Clock actions outside geo-fence alert
Unscheduled shift created alert
Shift check-out completed alert
Selecting your eClock alerts
You can activate your eClock alerts by checking the flag to make it a Yes.
Selecting your eClock alerts criteria
When you've checked the eClock alert flag to Yes, the system will generate a panel which allows you to set parameters for receiving notifications.
Let's break down the information in the criteria panel.
Alert settings
This section allows you to decipher whether you want these alert settings to apply for all sites, or allow these settings to be overridden at site level. The two options you have are:
Apply the settings below to all sites within the branch
Allow these settings to be overridden for specific sites
If you choose Allow these settings to be overridden for specific sites, then you'll be able to define the eClock alert at site level.
If you chose Allow these settings to be overridden for specific sites, the eClock alert(s) will show at site level in the eClock alerts section.
Note: The Clock actions outside of geofence alert will be positioned in the Geofencing section of the site form. This is shown in the image below.
You can create a custom site setup by clicking the Custom site settings option.
Note: If you don't choose Custom site settings, the site will revert to the branch setup.
Send first notification
Send first notification allows you to choose to receive the first notification:
When shift not check in at shift scheduled start
When shift not check in with __ min after shift scheduled start
For the second option, you can choose between 1 - 9 minutes.
Repeat notification
Repeat notification allows you to choose a time to repeat a notification over an elapsed time. For example, you may choose to send a repeat notification every 15 minutes until 60 minutes have elapsed, totaling 5 notifications in the hour. It's also important to be aware that employees can trigger multiple alerts at once.
If you don't want to use repeat notifications, then ensure that the box remains unchecked.
Note: The Repeat notification will only continue sending if the employee hasn't taken action. For example, if this is a Missed check-in alert, if the employee checks-in before the elapsed time is up, then the notifications will stop sending.
Recipients
The Recipients section allows you to define who will receive notifications for the given alert. Here's what each means:
Schedule Xpress users - The first alert is automatically selected, and notifies any User in a Record access group which allows them to see both an employee/site in Schedule Xpress. They will be notified of any alert relating to the employee/site from within their Notifications panel.
Site supervisor by email - At site level, you can input a site supervisor email address or multiple site supervisor email addresses. This will mean that they will receive this specific alert relating to that site.
Site supervisor by SMS - At site level, you can input a site supervisor SMS number or multiple site supervisor SMS numbers. This will mean that they will receive any of this specific alert relating to that site.
General email address - You can input a general email address or multiple general email addresses to receive ALL of the alert notifications via email.
General email address - You can input a general SMS number or multiple general SMS numbers to receive ALL of the alert notifications via SMS.
Team Xpress users (employees) - If the final option is checked, then employees who have set their notification preferences to receive email and/or SMS, will receive this specific alert notification.
Notification schedule
The Notification schedule allow you to define the times you want to receive notifications.
You can choose 24/7 if you want to receive notifications at all times. However, you can choose a Custom schedule if you don't want to receive notifications at certain times.
Employees triggering multiple alerts
Some employee cases may trigger more than one alert. See the example below.
An employee should have checked in at 9:00am at Site X. However, they check-in at 9:18am.
9:00 - Missed check-in
9:05 - Missed check-in
9:10 - Missed check-in
9:15 - Missed check-in
9:18 - Late check-in
Additionally, if the employee tried to check-in when they were not actually on site, there would be an 'Outside of geo-fence' alert.
Receiving notifications from eClock alerts
Aside from receiving notifications via email and SMS, the most notable form receiving alerts is in Schedule Xpress in your Notifications panel.
An alert notification via email will be displayed as below.
Note: Emails may appear different based on which email platform you are using.
An alert notification via SMS will be displayed as below.
Note: SMS' may appear differently based on the device you are using.
For any information on your eClock alerts, please Contact Support now!