Employee timesheet collection and reminders

Purpose

1.1. Automate employee timesheet collection and automated reminders streamline timesheet submissions from staff in machine workshops, reduce manual tracking, and ensure compliance for payroll processing.
1.2. Automating reminders helps minimize errors, late or missing submissions, and standardized payroll cycles.
1.3. Automated systems oversee timesheet validation, escalate noncompliance, and organize timesheet data for audits, boosting HR and administrative efficiency.

Trigger Conditions

2.1. Timesheet due date reached and not yet submitted by employee.
2.2. Scheduled interval (e.g., every Friday at 6 pm).
2.3. Timesheet submission is incomplete or contains errors.
2.4. Payroll processing deadline approaching without required timesheets.
2.5. Manual HR prompt or override for immediate automated notification.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automated SMS reminders – Configure API: Send message to mobile numbers by scheduling reminders via POST /Messages API.
3.2. SendGrid
• Feature/Setting: Email notifications – Configure API: Send scheduled transactional emails using v3/mail/send.
3.3. Slack
• Feature/Setting: Automated DMs – Use chat.postMessage API to send scheduled reminders to employees’ Slack handles.
3.4. Microsoft Teams
• Feature/Setting: Automated message bots – Register outgoing webhook to automate notification into Teams channels or direct chats.
3.5. Outlook 365
• Feature/Setting: Auto-email reminders – Set up recurring calendar invites or use the Mail.Send Graph API to automate emails.
3.6. Google Workspace
• Feature/Setting: Gmail API for scheduled reminders to employees’ inboxes via /gmail/v1/users/messages/send.
3.7. HubSpot
• Feature/Setting: Workflow automation – Use workflow builder to trigger timesheet reminder emails via enrolled contacts.
3.8. Salesforce
• Feature/Setting: Process Builder or Flow to automate sending reminders and collecting timesheet attachments.
3.9. BambooHR
• Feature/Setting: Automated reminders – Configure Reminder API to trigger reminders before due dates.
3.10. Zoho People
• Feature/Setting: Scheduled workflow – Use automation tool to schedule timesheet notifications using Timesheet API.
3.11. QuickBooks Time (formerly TSheets)
• Feature/Setting: Auto-reminder rules – Use Reminders settings or REST API to push reminders to mobile or email.
3.12. Monday.com
• Feature/Setting: Automations – Configure recurring notification automations to users assigned for timesheet updates.
3.13. Asana
• Feature/Setting: Automated tasks and reminders – Use Rules & Asana API to create tasks and send reminders for timesheets.
3.14. Jira
• Feature/Setting: Automation rules – Configure Jira Automation (send email or Slack message) for timesheet ticket due dates.
3.15. Google Calendar
• Feature/Setting: Scheduled events – Use Google Calendar API to automatically invite employees for timesheet deadlines.
3.16. Notion
• Feature/Setting: Integration & reminders – Use API to automate sending notifications or emails for timesheet tasks.
3.17. Workday
• Feature/Setting: Business Process Framework to automate task notifications before payroll runs.
3.18. SAP SuccessFactors
• Feature/Setting: Workflow automation – Automate timesheet reminders using Business Rules and Notification Tiles.
3.19. Trello
• Feature/Setting: Butler automation – Auto-schedule reminders to assigned users about timesheet cards.
3.20. ClickUp
• Feature/Setting: Automate – Use Automations to send notifications or create reminders for timesheet submissions.
3.21. Freshteam
• Feature/Setting: Automated workflows to notify staff for outstanding timesheets ahead of deadlines.
3.22. Airtable
• Feature/Setting: Automations – Scheduled email or SMS trigger for incomplete timesheet records using Airtable Automations.

Benefits

4.1. Automates repetitive HR follow-ups, freeing administrator time.
4.2. Automated reminders reduce late or missed timesheets, optimizing payroll accuracy.
4.3. Automation ensures audit-ready record keeping and compliance for fabrication industry standards.
4.4. Automated escalations maintain accountability, improving workshop productivity.
4.5. Automator tools support multi-channel communications, guaranteeing receipt and response through SMS, email, chat, and internal systems.
4.6. Automation increases data reliability, reducing manual data entry errors and corrections.
4.7. Scheduled automatable processes adapt to shifts, public holidays, and custom payroll cycles.