Notification Profiles are collections of business rules that can be applied on a per-job basis. Notification Profiles contain rules that the Telephone Timesheets “Virtual Dispatcher” should follow. Each Notification Profile contains one or more rules such as who should be notified (employee, supervisor, client, vendor, etc.) and when and how they should be notified (call, text, email). After you’ve configured your Notification Profiles, you can link them to the jobs where these rules will be in effect. For more information on linking jobs to Notification Profiles, go to the Linking Jobs To Notification Profiles section of the manual.

You can create a new Notification Profile by either using the icon in the upper right corner or use the in the lower left corner of the Notifications section of the portal.

This will bring you to the Add Profile form where you can enter the Profile Name, Linked Jobs, and notification details.

Highlights of This Form:

Profile Name
Here, the title to the Notification Profile is entered. This will be visible in jobs that are linked to the Notification Profile.

Linked Jobs
Here, the jobs can be linked to the Notification Profile. Jobs must be linked in order to receive the desired notifications. Notification profiles can also be linked to jobs through the Job form. For more information on how to link jobs to Notification Profiles, go to the Linking Jobs To Notification Profiles section of the manual.

Call for Employee:
Employees can only be notified via phone call. The phone number that will be called is the one entered in the Mobile Number field in the Add/Edit Employee form. If the number entered here is not their phone number, they will not be able to be notified though Telephone Timesheets. For more information on Mobile numbers, go to the Adding Employees section of the manual.

• Late check in
  When selected, you can determine how long until the employee is notified for a late check in, how often the notification repeats and for how long it will repeat.
  e.g.when they are___min late and repeat notification every___min for___min or until employee checks in
  

• Late check out
  When selected, you can determine how long until the employee is notified for a late check out, how often the notification repeats and for how long it will repeat.
  e.g.when they are___min late and repeat notification every___min for___min or until employee checks in

• Late checkpoint
  When selected, you can determine how long until the employee is notified for a late checkpoint. Check points can be enforced by setting an interval for how frequently an employee must submit a checkpoint. For example, if an employee must submit a checkpoint every 60 minutes, but is 5 minutes late to one or more of their checkpoints, the employee will be notified. The amount of time until an employee is notified can be adjusted.
  e.g. when they are___min late for their checkpoint interval of___min

Notify Client When:
This section of the Add Profile form is hidden. When hidden, this feature will not be visible in the Add Profile form. Contact support@telephonetimesheets to make visible. If made visible, you will be able to notify clients. When notifying a client, you have the option to notify them via call, text, or email. At the bottom of the Notify Client When section, you will be required to enter a phone number, and(or) email to notify that client. When call or text is selected, you must put in the clients phone number. When emails is selected, you must put in the clients email. You are able to add multiple phone numbers and emails that will be notified.

• Employee submits either an incident report or a vehicle inspection report
  When selected, If an employee submits an incident or vehicle inspection report the client will be notified via call, text, or email.
  Notify Supervisors When:
  When notifying a supervisor, you have the option to notify them via call, text, or email. At the bottom of the Notify Supervisors When section, you will be required to enter a phone number, and(or) email to notify that supervisor. When call or text is selected, you must put in the supervisors phone number. When emails is selected, you must put in the supervisors email. You are able to add multiple phone numbers and emails that will be notified.
  
• Employee is late checking in
  When selected, supervisors are notified when the employee is a certain number of minutes late to checking in. For example, if an employee still hasn’t checked in after 15 minutes of their scheduled start time, the supervisor will be notified. The amount of time until a supervisor is notified can be adjusted. If an employee is late to there check in, you can optionally get notified when they do finally check in.

• Employee checks out early
  When selected, supervisors are notified when the employee is a certain number of minutes early checking out. For example, if an employee checks out 10 minutes or more before their scheduled end time, the supervisor will be notified. The time until a supervisor is notified can be adjusted.

• Employee checks out late
  When selected, supervisors are notified when the employee is a certain number of minutes late to checking out. For example, if an employee still hasn’t clocked out after 10 minutes of their scheduled end time, the supervisor will be notified. The amount of time until a supervisor is notified can be adjusted.

• Employee has a GPS issue
  When selected, supervisors are notified when the employee is a certain number of minutes late to sharing their location after checking in or out. For example, if an employee still hasn’t shared their location after 5 minutes of checking in or out, the supervisor will be notified. The amount of time until a supervisor is notified can be adjusted.

Additionally, supervisors can be notified if the GPS Share shows their location is a certain distance away from the job site. For example, if an employee shared location is 500 meters or more away from the job site, the supervisor will be notified.

• Employee is late sending checkpoint
  When selected, supervisors are able to enforce checkpoints using an Interval (e.g. required check point every 15min- 30 min- 60min). By enabling this Notification Profile setting, the supervisors can be notified every time the employee is a certain number of minutes late to sending a checkpoint. For example, if an employee must submit a checkpoint every 60 minutes, but is 5 minutes late to one or more of their checkpoints, the supervisor will be notified. The amount of time until a supervisor is notified can be adjusted.

• Employee gets unscheduled version of job
  When selected, supervisors are notified if an employee checks in to a job that is unscheduled. This setting only applies to employees using job codes. For example, if an employee successfully checks in using a job code for a job that isn’t scheduled, the supervisors will be notified.

You can make it so employees are unable to check in using job codes for jobs that aren’t scheduled. To do this, go to Admin—> Settings—> General Settings—> check the box labeled “Use job codes”—> uncheck the box labeled “Allow unscheduled jobs”.

• Employee submits either an incident report or a vehicle inspection report
  When selected, If an employee submits an incident or vehicle inspection report you will be notified via call, text, or email.