Leave notifications and emails
This explains who KAMI tells about a leave request, and when: the approver when leave is filed, changed or asked to be cancelled, and the employee when it is approved or declined. Use it when someone says they never got the email, an approver did not know a request was waiting, or you want to know what an employee is told.
Where: emails, the Notifications list in KAMI, and push notifications on the mobile app and the browser
You need: nothing. Which channels each person gets is set in Notification settings, on the Leave row.
How to find out why someone was not notified
- Check the request is really waiting on them. In Approvals, open the request and read Approvers: only the current level is told.
- Check the leave type. A type that needs no approval tells no approver, because there is nothing to decide.
- Check their Leave row in Notification settings. Email, the Notifications list and push are each switched on or off there.
- Check the email address on their profile. Emails go to the address on the user account.
- If the request is stuck with someone, select Chase in Approvals to send the current approvers a reminder. This needs the Attendance Administrator or Universal Approver right.
Who is told, and when
| What happens | Who is told |
|---|---|
| Leave is filed | Approvers at the first level |
| One level approves and more remain | Approvers at the next level |
| The last level approves, or anyone declines | The employee |
| Leave is approved on filing, because the type needs no approval or an Attendance Administrator filed it | The employee |
| A change to approved leave is filed, or decided | Approvers, then the employee |
| The employee asks to cancel approved leave, or it is decided | Approvers, then the employee |
The email subjects are:
- To approvers: "Approval | Leave request - leave type", "Approval | Leave amendment request" or "Approval | Leave cancellation request"
- To the employee: "Request Update | Leave request - leave type", "Request Update | Leave amendment request" or "Request Update | Leave cancellation request"
The decision always goes to the employee the leave is for, even when a manager filed it for them.
The approver's email gives the leave type, Type (the duration), Start Date, End Date, the times for a part day, Description, Notes, the Request Date, the Requester, and the Primary Approvers, Secondary Approvers and Tertiary Approvers. View Request opens the employee's Leave tab on that request.
The employee's email says Approved or Declined, by whom, with the same details. The approver's comment appears under Notes, which is why a decline needs a reason.
The short messages
The Notifications list and push notifications use one line:
| To | Message |
|---|---|
| Approver, new full-day leave | Name requests leave type on date. |
| Approver, new range | Name requests leave type from start - end. |
| Approver, new part day | Name requests leave type on date from start time - end time. |
| Approver, change | Name requests edit to leave type leave on date |
| Approver, cancellation | Name requests to cancel leave type leave on date |
| Employee, decision | Leave type on date has been approved. (or declined) |
| Employee, cancellation decided | Your request to cancel leave type on date has been approved. (or declined) |
Name is whoever filed the request. When a manager files for an employee, the approver sees the manager's name, and the employee is in the email.
What Happens Next
- Approver notifications clear once the request is decided, so the Notifications list stays a list of things still to do.
- Delegates are told instead. If an approver has handed their approvals to a delegate, the delegate receives the request.
- File bulk leave on Holiday rules runs in the background, then sends the person who filed it a push notification saying it succeeded, or that an error occurred and to try again.
Tips
- Cancelling approved leave directly sends nothing. When an Attendance Administrator cancels approved leave from the calendar or Leave record, tell the employee yourself.
- Keep the Leave email on for approvers. Email is the only channel that reaches someone who is not logged in and has no app.
- Write the decline reason for the employee. It is quoted in their email.
Troubleshooting / FAQ
Q: My manager says they never got my leave request. Check the request's Approvers. If your leave type has its own approvers, they get it instead of your usual manager. If the type needs no approval, nobody is asked.
Q: I filed leave for an employee and their approver saw my name. That is expected: the message names who filed it. The email shows the employee.
Q: The employee was not told their leave was cancelled. Cancelling approved leave directly sends no notification. Only a cancellation the employee asked for sends a decision.