Notification Configuration
Notification Configuration decides which manager gets emails about each employee, such as their leave requests, clocking issues and messages to payroll. It doesn't change what a manager can see or approve: that's set by their access, as in Managers and Access.
| Required plan | All plans |
|---|---|
| Required access | Settings |
This guide covers how to:
- Set each employee's Primary manager.
- Choose managers for a type of notification, or skip it.
- Change managers for many staff at once.
- Check every employee has a manager, and test a manager gets emails.
How Microkeeper chooses who gets each email
Each employee has a Primary manager, and can have managers for each type of notification. When Microkeeper emails about an employee, it sends to:
- The managers set for that notification type. You can set as many as you need. Skip notification means nobody is emailed.
- Otherwise, their Primary manager.
- Otherwise, your business email from Business Contact in Global Settings. This covers employees whose Primary manager is The Brand, and employees with no manager, whose emails say so.
A manager who is terminated, paused, has unsubscribed from Microkeeper emails, or has an invalid email address isn't emailed. Your business email gets the email instead, with a note saying what to fix.
For example, the Melbourne restaurant manager is the Primary manager of the Melbourne staff, and the payroll officer is set for Payroll Message. A Melbourne cook's leave request goes to the restaurant manager, and their message to payroll goes to the payroll officer.
Notification types
| Type | When an email is sent |
|---|---|
| Primary | Any of the types below that has no manager set. Setting it for every employee is recommended. |
| Clocking Issue |
|
| Timesheet Note | An employee adds a note to a timesheet entry. |
| Leave Requests | An employee submits or removes a leave request. |
| Birthday | It's the employee's birthday, with their age, which helps you check for age-based award changes. |
| Hire Anniversary | It's the employee's hire anniversary, with their years of service. |
| Payroll Message | An employee sends a message to payroll from the Employee Console, or declines a rostered shift. |
| HR | An employee submits a skill for review, or is due for a VEVO check or right to work review. |
The settings these depend on are in Global Settings: see Global Settings.
Set each employee's Primary manager
Navigate to Menu > Manage > Notification Config. The page lists your active staff, with a column for each notification type.
- To narrow the list, choose a Location, Group, Status, Timezone or Employee, then click Search.
- Hover over the employee's row to show its buttons. On a phone or tablet, tap the row.
- In the Primary column, click the blue pencil button.
- Choose the manager. It saves straight away.
The list of managers shows active staff with access to timesheets, rosters, leave, skills, adding employees, payroll or settings. To give someone that access, see Managers and Access.
For owners and directors who have no manager, choose The Brand (Owner/Director/CEO/etc). Their emails go to your business email. At least one person should have The Brand as their Primary manager, and Microkeeper reminds you if nobody does.
A manager can't be the Primary manager of someone above them. For example, if the restaurant manager's Primary manager is the operations manager, the restaurant manager can't be the operations manager's Primary manager. Microkeeper shows "Error with management chain".
Choose managers for a notification type
Set a manager for a type when someone other than the Primary manager should get those emails, such as the payroll officer for Payroll Message.
- Hover over, or tap, the employee's row.
- In the type's column, click the grey plus button.
- Choose the manager. Add more managers the same way.
Once a type has a manager, the Primary manager stops getting those emails unless you add them too. To remove a manager, hover over the row and click the bin button beside their name.
To stop a type of email for an employee, choose Skip notification. Skip can't be chosen for the Primary manager, and The Brand can only be a Primary manager.
Copy one employee's managers to another
- Click the copy button on the employee whose managers you want.
- Click the paste button on each employee who should have the same managers.
- When you're done, click the cross button on the employee you copied from.
Pasting replaces all of that employee's managers, including their Primary manager.
Change managers for many staff with Bulk Actions
Bulk Actions change every employee in the list, so search for the staff you want first. For example, choose the Melbourne Location and click Search.
Click Bulk Actions, then:
- Add or Remove a manager for one Category, such as adding the payroll officer to Payroll Message, then click Apply.
- Replace one manager With another, when a new manager takes over, then click Apply.
- Switch two managers, when they swap roles or areas, then click Apply.
Check every employee has a manager
Each column heading shows how many of the listed staff have a manager for that type, out of the total, such as Primary 73/77. It's green when every employee has one, and red when some don't.
A red Primary count means some staff have no Primary manager, so their emails go to your business email. The other columns are optional: an empty one falls back to the Primary manager.
Test that a manager gets emails
- Click Email Test Facility.
- Choose the manager, leave Basic Test, and click Test.
Microkeeper sends a test email, or says why it can't: the manager is terminated or paused, has unsubscribed from Microkeeper emails, or their email address is invalid. For an unsubscribed manager, click Click here to subscribe them again.