Exact Online Use Case: Sending Emails to Employees (Defaulters) per Week
In this article
- 1 Problem
- 2 Solution
- 2.1 Prerequisites
- 2.2 Downloads
- 2.2.1 Related Links
Problem
A company uses Exact Online to manage the payroll process by ensuring that their employees book the work hours in a timely manner and on the correct projects. For consultancy-related projects, the timely booking of hours also ensures that the correct invoices are sent to customers in a timely manner. The process of checking on the timely and complete booking of hours is tedious and time-consuming. Although there are some build-in notification options for this issue, they have their limitations.
A general reminder can be sent at the end of the week when an employee has not booked all their hours for the current week. However, this message does not provide further details on the booked hours; as in whether they are rejected hours or drafted hours or need to be submitted. Also, the reminder is sent only once, there are no options for follow-ups or for checks on a longer period (for example the end-of-month closure).
Solution
Using the Exact Online Snap Pack, the organization can check on all the registered hours over a period of the last 5 weeks, and group them by employee and hour status (booked, drafted, rejected). We then compare the booked hours with the employee contract to determine if all expected hours have been booked in a correct manner. If this is not the case, a personalized email is sent out to the employee and their manager (if applicable) to notify them of this discrepancy. The email contains an overview of the hours booked for the different hour statuses and details the missing hours. Also, a link to the Exact Online portal is added, so that the employee can rectify the issue right away from the email notification.
Prerequisites
A valid Exact Online Account
A valid Email Account for Email Sender
Understanding the Solution
Following are the key steps in this use case:
Send email notifications to inform the employees about booking the hours.
Send email notifications to employees and their managers who do not book any hours.
Send email notifications to employees and their managers who do not book enough hours.
Send email notifications to inform the employees about booking the hours
This Pipeline checks the booked hours for all the employees per week. Based on the contract working hours per week, the Pipeline sends email notifications to employees and their managers if they do not book sufficient hours or do not book any hours.
Check the scheduled hours
This Pipeline checks if the number of hours submitted by employees every week meets the number of hours per week agreed in the employee's contract. It is a sub-Pipeline of the parent Pipeline of Booked Hours Notifications.