Company notifications: who gets which email, and when

1. Open the Notifications tab

1. Open your company's settings and go to the Notifications tab. You need administrator rights to see it.
2. The settings are grouped: Administrative (things that go to admins and shared mailboxes), For employees (birthdays, weekly absences), and Amortization.
3. Two kinds of field appear here, and mixing them up is the usual mistake. Email addresses are typed, separated by commas. Recipients are picked from a dropdown of employees — you cannot type an outside address there.
4. Account administrators and Company email are the fallbacks: they receive anything the system cannot address to a specific person. If an employee has no supervisor to approve leave, the request lands with them.
5. Because they are fallbacks, leaving them empty is how requests quietly go nowhere. Put a monitored mailbox there, not somebody's personal address.
6. Competence notifications have both a switch and a recipient list. The switch off means nothing is sent no matter who is listed — check it first when expiry warnings stop arriving.
7. Click Save. The changes apply to the whole company, as the note on the screen says.

2. Every setting explains itself

1. Each setting has an info icon. Click it and a panel explains the setting in three parts: What it does, an Example, and what it Affects.
2. Use it rather than guessing from the label. "Approved absences notification recipients" sounds like one email; the panel tells you it actually covers absences approved in the last 24 hours, who is absent today, and contract expirations and anniversaries.
3. The examples are concrete: "On 20 May the HR team receives a list of all June birthdays." That is the fastest way to check a setting does what you assumed.
4. Read the panel before adding a person to a list. Some of these emails are daily — a colleague added casually to the approved-absences list gets one every morning.

3. When each email actually goes out

1. Every morning: absences approved in the last 24 hours, who is absent today, and contract expirations and anniversaries — a month, a week and a day in advance.
2. Fridays: the list of employees absent next week. That is deliberately before the weekend, so next week's work can be planned around it.
3. The 20th of each month: upcoming birthdays for the following month. On 20 May you get all of June — early enough to organise something, which is the point.
4. Competence expiry sends five warnings: six months, three months, one month, one week and one day in advance. The first one exists so a training can be booked, not so somebody can panic.
5. Once a year, on the date you set: the assets whose amortization expires next calendar year.
6. Knowing the schedule answers most "why haven't I got it yet" questions without anybody needing to check the system.

4. The amortization date

1. Asset amortization is the one notification where you choose the date — a month (1–12) and a day within it.
2. Pick a date that fits your accounting year rather than a round number. Mid-January is a common choice: the previous year is closed and there is time to plan write-offs.
3. The day must exist in the chosen month, which the field enforces — there is no 31 February to get wrong.
4. The recipients are employees from the dropdown. In practice this is accounting, not HR, because the list is about equipment values.
5. It fires once a year. If the date has already passed when you set it, nothing arrives until next year — worth remembering before waiting for an email that is eleven months away.

Related: Competence types and expiry notifications · Employee competencies · Company absence settings · Approvals and all absences.