To improve the management of attendance and punctuality, attendance emails must include the employees’ exact sign-in/sign-out times, the minutes employees were late or left early, the total hours worked, and the shift timings. This helps managers and employees to effectively assess and address attendance issues.

With greytHR’s enhanced email notification system such attendance issues can be resolved. The system sends detailed daily notifications to managers and employees. It includes specific times and durations for late arrivals and early departures.

The email templates sent to managers and employees informing them about the attendance events are Late In, Late In-consecutive days, Late In/Early Out, Late In/Early Out-consecutive days, Early Out, and Early Out-Consecutive Days.

The essential parameters included in the late in/early out email notifications are Shift Name, Shift Timing, Total Work Hours, In-Time, Out-Time, Late by, and Early out.

Importance of enhanced late-in/early-out email notifications

Accurate Data: Gives managers clear and detailed information to monitor and fix attendance issues.
Detailed Info: Shows in/out times, minutes late, early leave minutes, total work hours, and shift times for better understanding and action.
Better Discipline: Encourages employees to be more punctual, boosting overall productivity.
Customizable Templates: Allows admin to adjust the content of the email notifications to fit their needs, making the information more useful.
Easy Tracking: Helps managers make better decisions and promotes accountability and transparency within the team.

The following email template is sent to employees informing them about the Late In, Late In-consecutive days, Late In/Early Out, Late In/Early Out-consecutive days, Early Out, and Early Out-Consecutive Days attendance events.

The following email templates are sent to managers informing them about their team members' Late In, Late In-consecutive days, Late In/Early Out, Late In/Early Out-consecutive days, Early Out, and Early Out-Consecutive Days attendance events.

Note:

For default email templates, changes are automatically updated.
Customized email templates do not update automatically. You can update them from the Event Notification page.
Let us understand this better with an example. To update the customized Late In template perform the following actions:
- From the greytHR Admin portal, navigate to the Settings icon > System Settings > Miscellaneous > Event Notification.
- On the Event Notification page, from the Event Type dropdown list, select the required attendance template.
- Click the Edit icon available on the template card. The template opens.
- Under the Mail tab, from the Body text box, copy the additional information of the existing template.
- Click Back.
- Now delete the template by clicking the Delete icon available on the template card.
- Click Add Notification. A page appears.
- From the Modules dropdown list, select Attendance.
- From the Event Type dropdown list, select Late In.
- From the Received By dropdown list, select the receiver who needs to be notified.
  Note: If you select the option as Employee User, then you need to enter the employee name or number to select a particular employee as a receiver.
- In the Notifications section, select Send notification when event occurs (instantly) check box. The page expands.
- Select the Mail tab and fill in the details to send the notification via mail as per your requirements.
- In the Body text box, you will find the table format. Paste the copied information.
- From the Employee Filter dropdown list, select the required option.
  Note: You can also click the + Add New Filter icon to add a new employee filter as per your requirements.
- Click Save. The new template will be updated in the table format.

If you need assistance, please contact our support team.

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