Types of Time Off Notifications
Below is a complete list of time off notifications available in Factorial, with clear descriptions and examples so you always know what each one means.
| Notification Name | Description & Example |
|---|---|
| New Time-Off Request Submitted | Sent when an employee submits a request for time off. Example: Alice requests 5 days of vacation — the manager gets this notification so they know a request is pending. |
| Time-Off Request Approved | Sent when a manager or approver approves a time off request. Example: Bob’s sick leave request is approved — Bob receives this notification confirming approval. |
| Time-Off Request Declined | Sent when a request is denied. Example: Carol asks for a day off during a blackout period and the manager declines it — Carol gets a notification that it was declined. |
| Time-Off Canceled by Employee | Sent when an employee cancels their own request. Example: Dave cancels his previously submitted holiday request — HR and his manager are notified. |
| Time-Off Canceled by Approver | Sent when a manager or admin cancels an approved or pending time‐off. Example: Eve’s approved leave is canceled due to operational needs — Eve is notified of the change. |
| Time-Off Updated | Sent when an existing time-off request is edited (dates or type changed). Example: Frank changes his vacation request from 3 to 4 days — the approver receives a notification of the update. |
| Time-Off Balance Updated | Sent when an employee's leave balance changes (e.g., additional days added or deducted). Example: Grace receives extra PTO days in her allowance; she gets notified about her new balance. |
| Time-Off Export Ready | Sent when a report or export related to time-off (e.g., for payroll) is ready to download. Example: HR exports a leave summary for the month — once ready, they get notified. |
Notifications may be sent via email or mobile push notification, depending on each user’s personal notification settings.
How Recipients Are Determined
Notifications are sent based on roles, permissions, and scope settings:
- Employee: typically receives updates related to their own requests.
- Manager / Approver: receives notifications for requests from their team.
- HR or Time Off Manager: types and recipients may vary depending on settings.
For example, a New Time-Off Request is sent to the employee’s assigned approver, whereas a Balance Updated notification is usually sent only to the affected employee.
Important Notes
- Notification Scope Settings: Some notifications can be customized by admin to include multiple recipients (e.g., team leads or HR).
- Mobile vs Email: Users must enable push notifications in the mobile app to receive alerts on their phones. Otherwise, notifications are delivered by email only.
Examples to Clarify Similar Concepts
To make the differences clear:
-
Time-Off Request Approved ≠ Time-Off Balance Updated
- Approved means a specific request was authorized.
- Balance Updated means the internal count of available days changed (e.g., accrual or adjustment).
-
Canceled by Employee vs Canceled by Approver:
- Canceled by Employee: initiated by the employee themselves before or after approval.
- Canceled by Approver: initiated by someone with approval rights (manager or HR).
Providing both explanation and a real‑world example helps avoid confusion when terms can appear similar.