---
title: "How do I create email notifications for timesheets waiting approval?"
slug: "how-do-i-create-email-notifications-for-timesheets-waiting-approval"
updated: 2026-06-10T11:26:23Z
published: 2026-06-10T11:26:23Z
canonical: "help.cintra.co.uk/how-do-i-create-email-notifications-for-timesheets-waiting-approval"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# How do I create email notifications for timesheets waiting approval?

## Timesheets email notifications

Cintra iQ allows you to automatically send emails to managers when employee timesheets are waiting to be approved.

## How do I create email notifications?

The timesheet email notification requires an Interface to be configured. Our support team can assist with this task.

1. Navigate to Tools > Interface Definitions and populate this window

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001055827.png)
2. Open Outband Table

This interface will need to be run and an outbound file produced. It will only produce notification data.

## How do I create timesheet email notifications?

1. Go to: Workspace or Definitions > Email Notification > **Email Definitions window**.
2. Select the 'Write an employment email' as the subfolder on which to base the email notification.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001055828.png)
3. Select the **New** button. The **Edit Email Definition** window appears.
4. Enter the **Email Template Title**. The **Email Fields** tab is displayed by default.
5. Select the appropriate email field from the Available Field pane or perform a search. The available field is highlighted and appears in the **Selected Fields** pane.
6. 'TS Claim Pending Count' email field - gives you a number of timesheet claims waiting to be approved
7. 'TS Claim Notification Employee List' email filed - provides the names of employees that require timesheet to be approved
8. 'First Name' from Employment Details > Person > First Name - is the manager's name

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001055829.png)
9. Select the **Filter & Uniqueness** tab.
10. Select 'Time Sheet Notification' from the **Send this email for every ... that satisfies the filters** drop-down list.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001055830.png)
11. Send the email automatically if desired, by selecting Auto-send
12. Click the **Email Body** tab.
13. Enter the recipient(s) and the subject in the **To:**, **Cc:** and **Subject** fields. And attach a file if desired.
14. Enter the desired information by typing text and adding the appropriate fields.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001055831.png)
15. Click the **OK** button. You are returned to the **Email Definitions** window. You are now ready to schedule the notification to be sent.

## How do I generate an email manually?

1. Go to: Workspace or Definitions > Email Notification > **Email Definitions window**

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001055828.png)
2. Select the email definition.
3. Click the Run button. The **New Run description** pop up appears
4. Enter a unique name so that you can view the history of the email runs.
5. Click Send. The emails are generated.

> [!NOTE]
> **Note:** The system checks if any outstanding records matching the email definition can be found and then creates the emails.
6. For the emails to run on regular schedule select 'Schedule' on the Email Definitions window

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001055843.png)

> [!WARNING]
> **Important:** Emails are generated daily until all claims are approved. Only timesheets that were created within a month will trigger an email notification.
> 
> The interface will not run automatically until a schedule is set up. Our support team will be able to do this for you.