Inbox & admin blueprint
Hourly staff timesheet reminders
Two days before payroll runs, the assistant emails each hourly employee and asks them to submit their hours.
The problem
Hourly staff forget to turn in their hours, and someone ends up chasing them down right before payroll.
What it does
The assistant is connected to the notice that tells us when payroll runs each month, so it always knows the date. Two days before payroll processes, it automatically emails each of our hourly employees and asks them to submit their hours. That's all it does.
Setup
- Connect the assistant to the report or notification that announces the monthly payroll date.
- Keep a list of hourly employees and their email addresses. Staff maintain this list, not the assistant.
- Write the reminder email once and have a person approve the wording.
- Have the assistant send the reminder to everyone on the list two days before payroll processes.
Guardrails
- It only sends reminders. It never touches payroll, timesheets or anyone's hours.
- Who gets reminded comes only from the staff-maintained list of hourly employees.
- If the payroll date can't be found, it tells a person and doesn't guess.
Time saved
We're still tracking this honestly, so there's no number here yet.
Questions pastors ask
- Does the assistant see or change anyone's hours?
- No. It only sends the reminder. Hours go wherever they always have.
- How does it know when payroll is?
- It reads the notice that announces the payroll date each month.
- What happens when someone is hired or leaves?
- A staff member updates the hourly list, and the next reminder goes to whoever is on it.