System Notifications

Overview

System Notifications are communications that are emailed out of your Astute portal. Some are automated and others can be manually sent from the Communications tab as required. 

Below you'll find a list of the different System Notifications in your portal and what they're used for. 

If you have access to system and scheduled notifications, you can view these in Config > System Setup > System Notifications. 

You can choose a different Send Method if you need to, or tick the option to force send a notification even if the recipient hasn't opted in to a particular delivery method. You can not change the content of the email. If you need assistance with this please contact Support. 

ID 1 New User (Employee PAYG)

The New User Email will automatically send to a new employee when their profile has been saved and activated in the system if communications are enabled in your portal. If communications are off, it will need to be sent manually once they're enabled. 

It welcomes them to the online portal as well as providing their username, a link to set up their password, and other important payroll-related information to them.

This email can be sent at any time to a user from the Communications tab.

ID 2 New User (Employee Subcontractor/ABN)

The New User Email sends to a new contractor when their profile has been saved and activated in the system if communications are enabled in your portal. If communications are off, it will need to be sent manually once they're enabled. 

It welcomes them to the online portal as well as providing their username, a link to set up their password, and other important payroll-related information to them.

This email can be sent at any time to a user from the Communications tab.

ID 3 New User (Approver)

The New User Email automatically sends to a new Approver when their profile has been saved and activated in the system.

It welcomes them to their online portal and provides them with their username and a link to set up their password.

This email can be sent at any time to an Approver from the Communications tab.

ID 4 New User (From Recruiter Up)

The New User Email sends to a new Staff/Admin user when their profile has been saved and activated in the system.

It welcomes them to the online portal and provided them with their username and a link to set up their password.

This email can be sent at any time from the Communications tab.

ID 10 Over Budget

The Over Budget notification is sent when the budgeted units for a particular job have been exceeded. The notification can be sent to all, or a selection of, the below users:

• Portal Administrator
• Division Manager
• Recruiter
• Primary Approver
• Employee

The send settings for this notification are managed in Config > Payroll > Budget Management if the Budget Management module has been switched on in a portal.

ID 11 Leave Request

The Leave Request notification is sent to the nominated approver when a leave request is submitted for approval. It contains the details of the leave request, including the employee's name, leave type, and dates requested. 

ID 12 New Job

The New Job notification is sent to an employee notifying them when a new job has been saved and activated on their profile by an administrator.

It includes a summary of the job details and a reminder of the employee’s username.

ID 14 Injury Report

If an employee selects ‘I did sustain a reportable workplace injury this period’ on a timesheet and submits the timesheet for approval, this notification will be sent to their Approver, the Recruiter assigned to the employee as well as any Portal Administrators.

ID 15 Timesheet Approved

The Timesheet Approved notification is sent to an employee to confirm when an Approver has approved a timesheet that they have submitted.

ID 16 Timesheet Submitted

The Timesheet Submitted notification will be sent to the Primary Approver when an employee assigned to them submits a timesheet. The email version of the notification will include a copy of the timesheet data and the option to approve or reject the timesheet.

ID 17 Timesheet Rejected

The Timesheet Rejected notification is sent to an employee when their Approver rejects a timesheet that they have submitted.

ID 18 Final Timesheet

If an employee selects ‘My employment finishes this week’ on a timesheet and submits the timesheet for approval, the Final Timesheet notification will be sent to their Approver, the Recruiter that they are assigned to and other Portal Administrators.

ID 19 Expense Report Approved

When an Approver approves an expense report that has been submitted by an employee, the employee will receive the Expense Report Approved notification to confirm this action.

ID 20 Expense Report Submitted

The Expense Report Submitted notification is sent to an Approver when an employee submits an expense report. The email version of the notification will include a summary of the expense report data and can be approved or rejected from within the email.

ID 21 Expense Report Rejected

When an Approver rejects an employee’s expense report, the Expense Report Rejected notification will be sent to the employee to confirm this action.

ID 22 Primary Approver Reminder

The Primary Approver Reminder can be sent to a Primary Approver from the Timesheet Status Report.

You can follow up on timesheets that have not been approved or rejected by selecting them in Payroll > Status Reports > Timesheet Status and clicking With selected… > Primary Approver > Send.

ID 23 Secondary Approver Reminder

The Secondary Approver Reminder can be sent to a Primary Approver from the Timesheet Status Report.

You can follow up on timesheets that have not been approved or rejected by selecting them in Payroll > Status Reports > Timesheet Status and clicking With selected… > Secondary Approver > Send.

ID 24 Submit User for Review

When a new user or job is created in the portal and the creator selects ‘Submit for Review’, the Submit User for Review notification is sent to all Portal Administrators.

ID 25 Resend Pending Timesheet

A Staff/Admin user can manually resend a Pending Approval timesheet notification to any other Approver in the portal, by manually triggering this notification from Payroll > Status Reports > Resend Approval Emails.

ID 26 New Leave Request Submitted

When an employee submits a leave request, the New Leave Request Submitted notification is sent to their Leave Approver to request approval or rejection.

ID 27 New Leave Request Rejected

When a Leave Approver or Staff/Admin user rejects an employee’s leave request, the employee will be sent the New Leave Request Rejected notification.

If the Approver has included a reason for the rejection, this will be attached to the notification.

ID 28 New Leave Request Approved

When a Leave Approver or Staff/Admin user approves an employee leave request, the employee will be sent the New Leave Request Approved notification to confirm this action.

ID 29 Group Certificate (Payment Summary)

The Group Certificate (Payment Summary) notification is triggered when a Staff/Admin user sends a payment summary to an employee.

ID 31 Leave Request Cancelled

The Leave Request Cancelled notification is sent to an employee when a leave request that they have submitted has been cancelled by a Staff/Admin user.

ID 33 TFN Declaration - Reminder (PAYG Employees)

The TFN Declaration - Reminder notification is automatically scheduled to send out to an employee 7 days prior to the due date of their TFN submission. The notification advises the employee of the date that their TFN should be submitted and that they will be moved to the highest marginal tax rate if they do not supply their TFN.

ID 35 TFN Declaration - Warning (PAYG Employees)

The TFN Declaration - Warning notification is automatically scheduled to send out to an employee one day prior to their TFN being due for submission. The notification advises that the employee’s tax withheld will be calculated at the highest marginal rate if their TFN is not supplied by the due date.

ID 41 SuperStream Compliance - Missing Details (All Employees)

The SuperStream Compliance - Missing Details notification is sent to an employee if there are mandatory details required for SuperStream that have not been supplied.

The notification is sent when triggered by the Staff/Admin user from the Reports > User > SuperStream Compliance report. It will identify what information the employee will need to provide.

ID 42 Outstanding Statement (All Employees)

The Outstanding Statement notification is sent when a Staff/Admin user manually triggers it from Reports > Invoices > Outstanding Statements.

The notification will be sent to the customer affiliated with the invoice.

ID 44 Pay Advice to Employee (PAYG Employees)

The Pay Advice to Employee notification will be sent to an employee, when a Staff/Admin User sends the employee a pay advice in Payroll > Process Payroll > Employee Pay Advices.

The email version of the notification will include the pay advice as an attachment.

ID 45 Payment Advice to Supplier (Subcontractor Employees)

The Payment Advice to Supplier notification is sent to a supplier when a Staff/Admin User sends pay advices from Payroll > Process Payroll > Supplier Pay Advices.

The attachment in the email version of the notification will depend on how Supplier pay advices have been configured in your portal.

ID 46 Set Password

The Set Password email will be sent to a user when they request for their password to be reset.

ID 47 Changed Password

The Changed Password notification is sent to a user to confirm that their password has been changed. It is triggered when the new password and security answers are saved.

ID 48 2FA Reset

The 2FA Reset notification is sent to a user to advise them that their two factor authentication settings have been reset.

ID 49 Invoice

The Invoice notification is sent to the recipients entered in an invoice when the invoice is sent from your portal.

ID 50 Taxable Payment Report (Subcontractor Employees)

The Taxable Payment Report notification advises the relevant Supplier that their Taxable Payment Summary Report is available for a particular financial year. 

ID 51 Expense Report Submitted by Admin

This notification advises users when an Admin has submitted an expense report on their behalf. Users will need to log into their personal portal to view the details of the expense report and its current approval status. 

ID 52 Expense Report Approved by Admin

This notification is sent to users when an expense report that has been submitted by an Admin has been approved. Users will need to log into their personal portal to view the details of the expense report.

ID 53 Expense Report Rejected by Admin

This notification is sent to users when an expense report that has been submitted by an Admin has been rejected. Users will need to log into their personal portal to view the details of the expense report.