Enable timesheet alerts in Humanforce WFM

Follow this guide to set up and monitor timesheet alerts in Humanforce WFM. Timesheet alerts help managers identify potential issues, such as overlapping shifts, overtime, invalid breaks, or insufficient leave balances, before approving timesheets. This improves payroll accuracy and compliance with workplace rules.

Users without access to edit Clock In Settings may need to contact their system administrator.

Part 1: Set up timesheet alerts

1. Go to Admin > System Config > Clock In Settings.
2. Select the relevant Clock In Settings group and click Edit.
3. Select the Alerts tab.
   • If a similar alert already exists, click Edit to update it.
   • Otherwise, click + Add new record.
4. In the edit screen:
   • Enter a clear Name for the alert.
   • Tick Active to enable the alert.
   • For Alert type, select Timesheet.
   • Choose your preferred Warning type to define which alert triggers.
     • Available alert types include:
       • Overlapping timesheets
       • Overtime timesheets
       • Timesheets with invalid breaks
       • Insufficient leave balance (available from version 6.0.63)
   • To use a custom message, tick Custom message and type your message. Otherwise, the default text will be used.
5. Click Update to save the alert.
6. Repeat these steps to create additional timesheet alerts as required.
7. When finished, click Save to confirm all alerts in that Clock In Settings group.
   • If your organisation uses multiple Clock In Settings groups, repeat this process for each one.

When configured correctly, the system will automatically validate timesheets according to your chosen alert types when managers review timesheets.

Part 2: View alerts in timesheets

1. Go to Management > Timesheets > Timesheets/Daily Authorisation.
2. Open the employee’s timesheet you want to review.
3. Look for any alert icons beside specific shifts or leave entries.
4. Hover over the icon to view the alert message. The message explains the issue detected (for example, overlapping shifts, missing breaks, or insufficient leave).
5. Review the details and make any necessary corrections before approving the timesheet.

The alert appears within a few seconds (depending on background validation activity) and helps managers quickly identify and resolve issues before payroll approval.

Additional information

• Alerts appear only on the new Timesheets screen in Humanforce WFM.
• Alerts display contextually so managers can resolve data issues before payroll processing.
• The Insufficient leave balance alert triggers when an employee’s recorded leave exceeds their available balance. A red warning icon appears beside the affected entry, and hovering over it displays the message.