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Requests and Notifications

WFM includes a request system where employees can ask for time off, shift changes, or other schedule modifications. The system also sends email notifications for various events.

Request types

Requests allow employees to ask for changes to their schedule. Managers approve or reject requests, and approved requests are automatically applied to the schedule.

Default request types

WFM comes with common request types:

  • Time off - Vacation, personal day
  • Sick leave - Illness
  • Shift change - Request a different shift
  • Home office - Work from home

Create custom request types

  1. Go to Settings > Configuration > Request Types.
  2. Click + Add Request Type.
  3. Fill in:
    • Name - Request type name (e.g., "Praca z domu", "Urlop wypoczynkowy")
    • Type - Category: Available, Home Office, Holiday, or Shifts
    • Description - Description of the request type
    • Abbreviation - Short code for display (e.g., "PZD")
    • Color / Background - Colors for display in the schedule
    • Active - Whether this request type is available
    • Must Be Approved - Whether requests require manager approval
  4. Click Save.

Request types list columns

Column Description
Request Name Name of the request type
Request Type Category (Available, Home Office, Holiday, Shifts)
Description Description text
Active Whether the type is available

Submit a request

As an employee

  1. Open your schedule or the Dashboard.
  2. Click + Add Request button.
  3. Select the request type.
  4. Choose the date(s).
  5. Add a description if needed.
  6. Submit.

The request is sent to your manager for approval.

As a manager (on behalf of an employee)

  1. Go to People > Requests.
  2. Click + Add Request (or from the Dashboard).
  3. Fill in:
    • User - Select the employee
    • Request Type - Select the type
    • Half Day - Enable for half-day requests
    • All Day - Enable for full-day requests
    • From Date / To Date - Date range
    • Description - Optional notes
  4. Click Save.

Approve or reject requests

Managers receive notifications when employees submit requests.

How to process requests

  1. Go to People > Requests or open the schedule view.
  2. Use the Filters to find pending requests.
  3. Review the details.
  4. Click Approve or Reject.

What happens after approval

  • The request is marked as approved.
  • The schedule is updated automatically (e.g., the day is marked as vacation).
  • The employee receives a notification.

What happens after rejection

  • The request is marked as rejected.
  • The schedule is not changed.
  • The employee receives a notification with the reason (if provided).

Email notifications

WFM sends email notifications for various events. Each notification type has its own template with support for multiple languages (Czech, English, Slovak).

Notification types

Event Recipient Description
New time-off request Manager + workplace admins Employee submitted a time-off request
New shift change request Manager + workplace admins Employee requested a shift change
New home office request Manager + workplace admins Employee requested to work from home
Request approved Employee Manager approved the request
Request rejected Employee Manager rejected the request
Schedule published All employees with shifts New schedule is available
New shift trade offer Target employee Someone wants to swap shifts
Shift trade accepted Both employees The swap was confirmed
Shift trade rejected Both employees The swap was declined
Tomorrow's shift reminder Employee Reminder about shift the next day
Tomorrow's schedule summary Workplace admins Daily summary of tomorrow's schedule
Shift conflicts with vacation Workplace admins A scheduled shift conflicts with an employee's vacation
Hours below contract minimum Employee Scheduled hours are below the contracted minimum

Configure notifications

Set up the base URL

The base URL is used for links in emails (approve, reject, view request). Without it, links won't work.

  1. Go to Settings > Configuration > System.
  2. Set the Base URL (e.g., https://your-company.daktela.com/wfm/app).
  3. Save.

Set up employee supervisors

Notifications about new requests are sent to the employee's supervisor. If no supervisor is set, only workplace administrators receive the notification.

  1. Open the employee detail.
  2. In the Superior field, select the supervisor.
  3. Save.

Edit email templates

Templates control the subject and body of notification emails.

  1. Go to Settings > Configuration > Emails.
  2. Click on a template to edit.
  3. Fill in Subject and Body.
  4. Use variables in double curly braces. For example:
    • {{info}} - HTML table with request details
    • {{linkApprove}} / {{linkReject}} - Clickable approve/reject links
    • {{shifts}} - HTML table of employee's shifts
  5. For each language (cs, en, sk), expand the accordion and fill in the translation.
  6. Save.

Note

The system selects the template language based on the user's language setting. If no translation exists, it falls back to English, then to the default template.