Leave Request Notifications (Mobile and Email)

The system automatically sends notifications via email and the mobile app to both the employee who submits the leave request and the relevant approvers responsible for approving it. This keeps everyone informed of the request’s progress through the different approval levels.

Before You Start

• These notifications are sent automatically to users based on their role in the leave request (requesting employee or approver) and do not require any manual configuration.
• The language of mobile notifications is determined by the language of the mobile app itself at the time the notification is received, not by the device’s operating system language.

Steps

For email notifications: Notifications are sent directly to the user’s registered email address. Each email contains a direct link to the request within the system.

For mobile notifications: Notifications are delivered as push notifications through the mobile app. Tap the notification to go directly to the leave request details within the app.

How the System Works

For the requesting employee:

• By email, whenever an approval level is approved, an email is sent using the same notification text as the portal notification, along with a direct link to the request. For example, for a request requiring three approval levels:
  • After the first approval: “Your leave application is updated (First Approval Received (1/3)).”
  • After the second approval: “Your leave application is updated (Second Approval Received (2/3)).”
  • After the final approval: “Your leave application has been fully approved (3/3).”
  • If the request is rejected at any level, the same rejection notification already configured in the system is sent.
• Through mobile notifications, a similar message is sent, but it also includes the leave date in the notification text:
  • For one day: “Your leave application dated [day], [date] has been updated – First Approval Received (1/3).”
  • For multiple days: “Your leave application from [start day], [start date], to [end day], [end date] has been updated – First Approval Received (1/3).”
  • Upon final approval: “Your leave application [date details] has been approved by [approver name].”
  • Upon rejection: “Your leave application [date details] has been rejected by [approver name].”

For approvers:

• When a new request is submitted, a notification (email and mobile) is sent specifically to the first-level approvers. For example, for a single-day leave on mobile: “[Employee Name] requested a new leave on [day], [date].” For multiple days: “[Employee Name] requested a new leave from [start day], [start date] to [end day], [end date].”
• Once one of the approvers at the current level approves the request, the next-level approvers receive a notification indicating that there is a request awaiting their action.
• If there is more than one approver at the same level, all of them receive the notification. Once one of them takes action, the others receive an update accordingly.
• If the employee deletes their request, the approver who was expected to take action on it receives a notification using the same format as the new request notification, replacing “requested” with “has deleted the leave request.” Similarly, when the request is edited, the notification uses “has edited the leave request.”

Validation Rules

• Notifications are sent only to the active approvers at the current level in the approval chain, rather than to all approvers at all levels simultaneously.
• If an approver at a specific level is unavailable, the system automatically skips that approver when sending notifications.
• The language of mobile notifications follows the language of the mobile app itself and is not fixed or linked to the device’s operating system language.
• Each email notification contains a direct link that takes the user to the request within the system.