Attendance Email Notification Setup

Last Updated: October 3, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

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The Attendance Email Notification Setup allows administrators to configure automated email alerts for various attendance scenarios. This system ensures timely communication about attendance issues, policy violations, and schedule deviations to relevant stakeholders.

System Overview

The notification system consists of five main components:

1. Notification Categories - Five different attendance violation types
2. Email Frequency - Daily, weekly, or monthly notification schedules
3. Recipient Selection - Choose who receives notifications
4. Employee Targeting - Select specific employees when needed
5. Configuration Management - Save and manage notification settings

Notification Categories

The system provides five distinct notification categories for comprehensive attendance monitoring:

1. Working Hour Shortfall

Purpose: Monitor employees who don't meet required working hour thresholds

Use Cases:

• Employees not completing minimum daily working hours
• Tracking part-time vs full-time requirements
• Identifying patterns of insufficient work time
• Compliance with labor regulations

2. Flexible Schedule Shortfall

Purpose: Track deviations from flexible working schedule arrangements

Use Cases:

• Remote work hour compliance issues
• Hybrid work schedule violations
• Flexible time arrangement non-compliance
• Work-from-home hour tracking

3. Late Coming-Early Going

Purpose: Alert for tardiness and early departure patterns

Use Cases:

• Frequent late arrivals or early departures
• Pattern analysis for attendance behavior
• Policy violation tracking
• Performance impact assessment

4. Penalty Warning

Purpose: Issue automated warnings for attendance policy violations

Use Cases:

• Progressive disciplinary notifications
• Attendance policy violation alerts
• Warning system for repeated infractions
• HR documentation support

5. Missing In/Out Punch

Purpose: Monitor when employees forget to punch in or punch out

Use Cases:

• Employee forgot to punch-in at start of shift
• Employee forgot to punch-out at end of shift
• Incomplete attendance records due to forgetfulness
• Tracking habitual punch forgetting patterns

Email Frequency Configuration

Configure how often notifications are sent to recipients.

Available Options:

Frequency	Description	Best For
Daily	Send notifications every day	Immediate alerts, real-time monitoring
Weekly	Send weekly summary notifications	Pattern analysis, reduced email volume
Monthly	Send monthly attendance reports	Long-term trends, performance reviews

Configuration Features:

• Dropdown selection for easy frequency choice
• Real-time preview of notification timing
• Flexible scheduling based on organizational needs

Recipient Configuration

Choose who receives the attendance notifications based on roles and requirements.

Recipient Types

Available Recipients:

Recipient	Description	When To Use
Self	Employee receives their own notifications	Personal attendance tracking
Manager	Direct supervisor receives team alerts	Team management and oversight
Admin	System administrators receive alerts	System monitoring and compliance
Employee	Specific employees can be selected	Targeted notifications

Employee Selection

When "Employee" is selected, a dropdown opens to choose specific employees:

Selection Features:

• Employee ID and name display
• Multiple employee selection capability
• Easy removal with close buttons
• Role-based filtering

Configuration Process

Step-by-Step Setup

Configuration Steps:

1. Select Notification Category - Choose from the five available types
2. Set Email Frequency - Pick daily, weekly, or monthly schedule
3. Choose Recipients - Toggle on/off for Self, Manager, Admin, Employee
4. Select Specific Employees - If Employee is enabled, choose individuals
5. Save Configuration - Use Submit button to activate settings

Example Configuration

Working Hour Shortfall Setup:

• Category: Working Hour Shortfall selected
• Warning Message: "Based on full-day or half-day hours"
• Frequency: Weekly notifications
• Recipients: Self and Manager enabled
• Action Buttons: Reset and Submit available

Implementation Guidelines

For HR Administrators:

1. Configure notifications based on organizational policies
2. Set appropriate frequency to avoid email overload
3. Target specific roles based on management hierarchy
4. Test configurations before full deployment
5. Monitor notification effectiveness and adjust as needed

For Managers:

1. Enable manager notifications for direct reports
2. Use weekly frequency for team oversight
3. Combine with employee notifications for transparency
4. Review patterns and take corrective actions

Best Practices:

1. Start with weekly notifications to avoid overwhelming users
2. Enable both Self and Manager for accountability
3. Use Employee targeting for specific monitoring needs
4. Reset configurations when changing attendance policies

Common Issues and Solutions

Configuration Problems:

• Issue: Notifications not being sent
• Solution: Verify email settings and recipient toggles are enabled

Frequency Issues:

• Issue: Too many daily notifications
• Solution: Switch to weekly or monthly frequency for better management

Employee Selection Problems:

• Issue: Cannot find specific employee
• Solution: Check employee status and ensure they are active in system