The Email Alerts page allows you to set up email alert batches. An email alert batch is a collection of various selected email alerts that can be emailed to selected users at various intervals (daily, weekly, etc.). Numerous email alerts are available for selection, such as Approaching OT, Cash Over/Short, Late Clock Out, and more. 


Viewing an Email Alert Batch 


  • Email Alert Batch - To view the email alerts that make up an email alert batch, select a batch in the ‘Email Alert Batch’ field
  • SHOW - Once you have selected an email alert batch, select SHOW to view details about the batch
  • DELETE - To delete the selected Email Alert batch, select DELETE. Upon selection, a confirmation window will appear where you can cancel or confirm the deletion. Note: The DELETE button will not appear until you select a batch and then select SHOW
  • RUN - Selecting RUN will queue the selected email alert batch for execution. Note that the email alerts may not be sent immediately. It can take a few minutes for the command to come up for execution and the email to reach you. Note: The RUN button will appear until you select a batch and then select SHOW


Creating a New Email Alert Batch 

To create a new email alert batch, select NEW EMAIL ALERT BATCH. After selection, the “New Email Alert Batch” window will appear. 

  • Name - Enter the desired name of the email alert batch into this text field
  • Run Time - Enter the time of day at which you would like the email alert batch to process. Note: All times are according to the Pacific Time Zone. For example, if you enter 08:30 AM, the batch will process at 8:30 AM Pacific Time
  • Frequency - Select how frequently you would like the report batch to be emailed
  • Wait for LG - If you select a location group in this drop-down field, the report batch will not process until 100% of the locations in the selected location group have polled. “Don’t Wait” is selected by default
  • Message Subject - Enter the subject line for the report batch email
  • Header Text - Enter the email’s header text into this field
  • Footer Text - If you would like the alert batch email to have a footer, enter the desired footer text into this field
  • Exclude Ctuit Footer - Select whether or not you desire the emailed batch to exclude the Ctuit footer message
  • Consolidate Messages? - If this option is selected, one consolidated email for all the alerts within the batch will be sent. If this option is not selected, one email per alert will be sent
  • Add Line Feeds - Selecting this option will cause blank lines to be added between each line of the email
  • Drop Dead Time - If a batch has not been able to successfully run by the time entered into this field (perhaps due to an interaction with the Wait for LG setting), the process will abort
  • Can Subscribe? - If this option is selected, a user will be able to assign themselves as a recipient of the email alert batch from the Manage Email Alerts page in the User Options module without requiring a Site Administrator to assign them directly
  • SAVE/CANCEL - Select SAVE to create the new email alert batch or CANCEL to negate the creation of the batch


The Batch Details Table 


A Batch Details Table is present on the left side of the Email Alerts page. This table allows you to view and edit an alert batch’s settings. For more information on each of these settings, see the Creating a New Email Alert Batch section above.

  • EDIT - Select EDIT to change a batch’s settings. Once you are finished making changes, select UPDATE to commit your changes
  • HISTORY -Selecting HISTORY will cause the Last Runs table to be displayed below the Email Alerts table. This table displays the Recipient, Date/Time, and Alert Text information for the last 10, 20, or 50 alert batch runs
    • LAST 10: Select LAST 10 to view the last 10 batch runs
    • LAST 20: Select LAST 20 to view the last 20 batch runs
    • LAST 50: Select LAST 50 to view the last 50 batch runs
  • CLOSE - Select CLOSE at the bottom of the page to close the Last Runs table


The Email Alerts Table 

The Email Alerts Table, displayed on the right side of the page, displays information for each email alert in the selected batch. This table displays the following information for each email alert: Email Alert Name, Description, filter options (if applicable), Location Group, Sort Order, and the Suppress Header designation, and the number of recipients. 

  • ADD ALERT - To add an email alert to the alert batch, select ADD ALERT. Upon selection, the “New Email Alert” window will appear
  • Email Alert - Use the drop-down field to select the desired email alert
  • SAVE/CANCEL - Select SAVE to add the alert to the batch or CANCEL to cancel to close the window without saving
  • ADD RECIPIENT TO ALL - To add recipients to all alerts in the batch, select ADD RECIPIENT TO ALL. The “Add Recipients to All Alerts” window will appear
  • Recipient - Select a user to add as a recipient for all email alerts in the batch
  • Location Group - Select the location group for which the selected recipient should receive email alerts. For more information on further overriding this selection, please see the “Edit” option below
  • ADD/CANCEL - Select ADD to add the recipient or CANCEL to close the “Add Recipient to All Alerts” window without saving
  • REMOVE RECIPIENT FROM ALL - To remove a recipient from all email alerts in a batch, select REMOVE RECIPIENT FROM ALL. The “Remove Recipient from All Alerts” window will appear
  • Recipient - Select the user to remove from all alerts’ recipient list
  • REMOVE/CANCEL - Select REMOVE to remove the recipient or CANCEL to close the “Remove Recipient from All Alerts” window without saving
  • RECIPIENT(S) - If you select the [X] RECIPIENT(S) button for an alert (located in the third-to-last column of the Email Alerts table), the Email Recipients table will be displayed below the Email Alerts table. For more information on this table, see The Email Recipients Table section below
  • Edit - Selecting the pencil icon will allow you to edit the filter options, if applicable, (noted in the “Option 1” to “Option 5” columns) as well as the location and/or location group assigned to the email alert. In general, email alerts will run for All Company and then filter based on the user's assigned location group. Most of the time, you will not need to change these settings from “N/A”. Note: Selecting a location / location group in the “Opt Location” or “Opt LG” column will further refine the location(s) assigned to every user who has been assigned to view the email alert. Additionally, please note the following: 
    • “Opt Location” - If a user is assigned a location group that does not contain the selected location (from under the “Opt Location” column), the user will not receive an email as they do not have access to that location. Example: A user is assigned to view the alert for Location Group A (which contains primary locations 1, 2, and 3). If primary location 4 is selected in the “Opt Location” column, the user will not receive the email as they can only view data for primary locations 1-3
    • “Opt LG” - If a user is assigned a location group and the associated locations are not contained within the selected location group (from under the “Opt LG” column), the user will not receive the email as they did not have the permissions to view the associated locations in the first place. Example: A user is assigned to view the alert for Location Group A (which contains primary locations 1, 2, and 3). If Location Group B (which contains primary locations 4, 5, and 6) is selected in the “Opt LG” column, the user will not receive an email as they can only view data for primary location 1-3
    • Example -A user is assigned to view the alert for Location Group C (which contains primary locations 1-6). If Location Group B (which contains primary locations 4, 5, and 6) is selected from under the “Opt LG” column, the user will receive an email alert for primary locations 4-6
      • Note: If a location and a location group are selected, the selected location will override the selected location group
  • Deactivate - Selecting the red x icon will remove the alert from the email alert batch. Upon selection, a confirmation window will appear where you can confirm or cancel the deactivation


The Email Recipients Table 

The Email Recipients table displays the name and location group for each recipient of the selected alert. 

  • ADD RECIPIENTS - If you would like to assign one or more users to a single alert within the batch, select ADD RECEIPENTS (located directly above the Email Recipients table). Upon selection the “New Recipients” window will appear. Simple select the desired user(s) and the location/location group for which they will be able to view alert data. Be sure to select SAVE to add the user(s) to be recipient of the alert. Alternatively, you may select CANCEL to negate your selections and close the “New Recipients” window
  • Edit - Selecting the pencil icon will allow you to edit a user’s location group. Be sure to select UPDATE to commit your change
  • Delete - Select the red x icon to delete the user from the batch. Upon selection, a confirmation window will appear where you can confirm or cancel the deletion