What's covered in this guide?:
Change your notification preferences
Each person chooses which notifications they get, by email and push, for each type of notification.
On the web
Click your account menu (the circle in the top-right corner), then Notification Preferences.
Each notification type has an Email and a Push Notification tick box. Tick or untick the ones you want.
To set types you haven’t received yet, open More Notifications.
You can also get there from Notifications by clicking Notifications settings.
In the app
Tap the settings cog at the top of the Overview screen, then Notification Preferences, and choose the Push Notifications or Email Notifications tab.
📝 Note: Managers and admins can’t change another person’s notification preferences. Each person changes their own.
Not getting notifications? Work through this checklist
1. Check the person’s own notification preferences
Make sure the notification type is ticked for Email or Push Notification (see above).
2. For push notifications, check the app
Push notifications only go to devices where the person is logged in to the Workforce app. If they’ve logged out or reinstalled the app, ask them to log in again. Also check notifications are allowed for the Workforce app in their phone’s settings.
3. For chats and announcements, check your company’s push settings
Chat and announcement push notifications follow your company settings, not each person’s notification preferences. Go to Settings > Communications and check Push Notifications:
When should staff receive push notifications for posts in chats?
When should staff receive push notifications for announcements?
Each can be Never, While clocked in, While clocked in or rostered or Anytime. The default is Anytime.
If Send push notifications to staff while they are on leave is off, people on leave don’t get them either.
People can also change this for a single chat, or mute it, from the chat’s menu, using Push notifications settings or Mute.
4. For the daily leave email, check who it goes to
Managers don’t get an email for every leave request. Instead, there’s a daily email, Leave Updates, sent at 8am, covering the previous day’s leave requests and unavailability.
To choose who gets it, go to Settings > Leave and set Send daily update emails to...: Nobody, Admins, Employee’s team managers, or Admins & employee’s team managers. Admins see all requests. Managers only see their own team’s.
Each person also needs to:
have logged in to Workforce in the last 30 days, and
have Daily Update on Time Off Requests turned on in their notification preferences.
5. For announcement emails
Emails are only sent when the announcement is first posted, and only if Send email notifications? was ticked. Send Reminders sends a push notification only, not an email.
Announcement emails follow the same rules as announcement push notifications: your Settings > Communications timing and leave settings, and whether the person has muted the group. People who’ve already read the announcement aren’t emailed.
6. If one person never gets any emails from Workforce
Check their email address is correct on their profile, and ask them to check their spam folder. If they still get nothing, contact Workforce support.
Getting too many or empty rota notifications
Too many rota emails or notifications
This usually happens when a manager publishes the whole rota again instead of just the changes. When publishing, choose Publish Updates Only, so only people whose rota has changed are notified.
Notifications about an empty rota
This happens when Notify Staff with No Shifts is ticked when publishing. Everyone in the selected teams is told, even if they have no shifts. Untick it, or untick people under Staff Receiving Rotas. Unticked people’s shifts aren’t published either.
Missing qualification alerts
Employees get their own My Qualification Expiring Soon alert.
Alerts about other people go to the roles ticked under Settings > Permissions > Receive qualification update alerts. By default, that’s Team Managers only. Team Managers and General Managers only get alerts for the people they manage.
If you’re missing these alerts, check your role is ticked there, and that you manage the right teams.
Turn off a type of email
To stop a type of email, such as the daily leave email:
Open your Notification Preferences.
Untick Email for that notification type. For example, untick Daily Update on Time Off Requests to stop the daily leave email.
FAQs
Can I change someone else’s notification preferences?
Can I change someone else’s notification preferences?
No. Each person manages their own. They can change them on the web from their account menu, or in the app under Settings > Notification Preferences.
Can I publish or change a rota without notifying staff?
Can I publish or change a rota without notifying staff?
No. Publishing always notifies staff: in the app, or by email for anyone who doesn’t use the app or hasn’t opened it in two weeks. Email and SMS are optional extras, and are off by default.
Editing or deleting a shift that’s already published doesn’t notify anyone by itself. The change shows under Needs Republishing, and staff are told when you republish.