Notifications on Schedule Actions

Scheduling often involves coordination between employees and managers. The Notifications help reduce missed updates, unanswered requests, and last-minute confusion. This guide outlines the expected notification flows connected to scheduling actions in Easyteam.

How notifications work

When notification support is enabled, events like publishing shifts or submitting time off can trigger automatic messages to relevant users. Notifications are delivered through channels like SMS, push, email, or WhatsApp, depending on each person's preference.

Control notification preferences for schedule and shift events

Employees and managers can update their notification settings in the notification preference center. Integrating platforms can also choose to handle notifications themselves using webhooks instead.

Learn more about the API in the notifications reference docs.

Find the most common use cases for scheduling notifications below.

Notification use-cases

Upcoming shift reminders

Employees can receive a reminder before their shift starts. This is useful for minimizing no-shows or forgotten shifts.
Reminders might be set for 10 minutes to several hours in advance, based on system defaults.

Examples of shift object events that can be used for notifications and their corresponding callback names

Notifications for shift publishing and edits

When a manager publishes the schedule, employees are notified. The system can be configured to notify only employees whose shifts have changed, all employees, or no one. This helps keep staff updated without overwhelming them.

If a shift is added, removed, or reassigned after publishing, the assigned employee is notified of the change.

Open shifts and availability notifications

When open shifts are published, eligible employees can be notified that shifts are available to pick up. This encourages early submissions and avoids late scheduling conflicts.

Employees may also receive a reminder to submit their availability for the upcoming week. When availability is submitted, the manager receives a notification or weekly digest, depending on their settings.

Notifications for time-off requests

When an employee submits a time off request, a notification is sent to the manager responsible for reviewing it. The manager is reminded to check the schedules screen to respond to the time-off request.

A notification can also be sent if a request is pending and the requested date is approaching.

Notification preferences and delivery channels

Each user can configure how they want to receive scheduling updates. Supported channels include:

Users can change their own notification preferences at any point.

Webhooks and external notification systems

If you're integrating Easyteam notifications with your own notifications platform, you can choose to handle notifications using webhooks. This allows you to listen to scheduling events and trigger your own internal notification system instead.

Read more in the embedded notifications platform guide.

Notifications on Schedule Actions

How notifications work#

Notification use-cases#

Upcoming shift reminders#

Notifications for shift publishing and edits#

Open shifts and availability notifications#

Notifications for time-off requests#

Notification preferences and delivery channels#

Webhooks and external notification systems#