Staff timesheet collection and payroll reminders

Purpose

1.1. Automate collection of staff timesheets and trigger payroll reminders for finance administrators.
1.2. Standardize reminders to ensure accurate, timely timesheet submissions and payroll processing in industrial equipment wholesale operations.
1.3. Prevent missed deadlines, minimize manual follow-up, and ensure compliance with internal payroll policies and budgeting.

Trigger Conditions

2.1. Scheduled time-based triggers (e.g., Friday 4PM or month-end).
2.2. Absence of timesheet submission for the current period.
2.3. Payroll processing window opening.
2.4. Manual trigger by HR or administrator.
2.5. Change in payroll cut-off date stored in HR system.

Platform Variants

3.1. Microsoft Teams
• Feature/Setting: Scheduled message via Teams API to user's channel; configure using Graph API with [email protected], payload: “Submit timesheet by 5PM.”
3.2. Slack
• Feature/Setting: Reminder via chat.scheduleMessage API; channel: #staff-timesheets, time: scheduleTimestamp.
3.3. Gmail
• Feature/Setting: Draft/send emails with timesheet reminder via Gmail API messages.send, recipient: [email protected].
3.4. Microsoft Outlook
• Feature/Setting: Recurring emails and calendar event reminders using Graph API sendMail and calendarEvent endpoint.
3.5. Twilio SMS
• Feature/Setting: Automated SMS reminders via Twilio Messaging API; To: staff mobile, Body: “Reminder: Submit timesheet.”
3.6. WhatsApp Business API
• Feature/Setting: Bulk personalized WhatsApp messages; POST template to /v1/messages endpoint.
3.7. Salesforce
• Feature/Setting: Workflow rule to trigger Apex email template or task reminder on missed timesheet status.
3.8. SAP SuccessFactors
• Feature/Setting: Integration using Employee Central API; automate survey/email using scheduled EC Alerts.
3.9. BambooHR
• Feature/Setting: Use Time Tracking endpoint, send reminders if timesheet “status” != “submitted” by deadline.
3.10. Google Calendar
• Feature/Setting: Create event + notification using calendar.events.insert and reminders field.
3.11. Zoho People
• Feature/Setting: Automated timesheet reminders via Workflow Rules and Reminders API.
3.12. ADP Workforce Now
• Feature/Setting: Scheduled push notifications/alerts via ADP API (GET timesheets, POST notification).
3.13. Asana
• Feature/Setting: Task and reminder creation using Asana API tasks.create for assigned users.
3.14. Monday.com
• Feature/Setting: Board automation and notification via Monday.com integrations and notifications API.
3.15. ClickUp
• Feature/Setting: Time tracking reminders via ClickUp API tasks.create and reminders.create endpoints.
3.16. SendGrid
• Feature/Setting: Mass reminder emailing with SendGrid's v3/mail/send endpoint, dynamic templates enabled.
3.17. Zoho CRM
• Feature/Setting: Trigger email via Zoho Workflow/Custom Functions/REST API if custom field “timesheet received” = false.
3.18. HubSpot
• Feature/Setting: Automated workflow with “Send internal email” action using workflow triggers on Timesheet Submitted property.
3.19. Freshteam
• Feature/Setting: Use API to fetch timesheet status, trigger email/SMS actions for pending submissions.
3.20. QuickBooks Time (formerly TSheets)
• Feature/Setting: Pull timesheet status via TSheets API, trigger email/push reminders through connected notification tool.
3.21. Xero
• Feature/Setting: Poll timesheet endpoint via Xero Payroll API, flag reminders when “status” remains “pending.”
3.22. Trello
• Feature/Setting: Card creation and due-date reminders via Trello API if “Timesheet” checklist not completed.

Benefits

4.1. Reduces payroll processing delays and errors systemically.
4.2. Enforces timesheet policy—no manual tracking required.
4.3. Scaling reminders across multiple tools and staff sizes.
4.4. Maintains audit trail of reminders and staff compliance.
4.5. Ensures timely wage payments, improving staff satisfaction and retention.
4.6. Compatible with various HR/payroll platforms and adaptable to business-specific needs.