Notifications & Alerts
Keep your team connected and informed with push notifications, email alerts, automatic reminders, and in-app messaging -- configured to reach the right people at the right time.
Push Notifications
Push notifications are the fastest way to reach your employees directly on their mobile devices. Admins can send manual push notifications at any time to communicate announcements, reminders, or urgent messages -- without waiting for employees to open the app.
Sending a Push Notification
- 1
Navigate to Push Notifications
In the admin dashboard, go to Dashboard > Push Notifications.
- 2
Choose Recipients
Select who should receive the notification. You can target all employees, a specific department, or individual employees by name.
- 3
Write Your Message
Enter a title and body for the notification. Keep it concise -- push notifications are most effective when the message is clear and under two sentences.
- 4
Send or Test
Click Send Notification to deliver it immediately. To preview first, use the Send Test button to send a test notification to your own device only.
Notification History & Delivery Tracking
Every push notification you send is logged in the notification history table. For each notification, you can see the title, message body, recipient count, delivery status, and the date it was sent. This gives you full visibility into what has been communicated to your team.
Send to all employees, a department, or specific individuals -- no need for external messaging tools.
Complete history of every notification sent, including delivery counts and timestamps.
Preview notifications on your own device before broadcasting to the entire organization.
Notifications are delivered in real time via Firebase Cloud Messaging to both iOS and Android devices.
Tip
Use the test notification feature to verify your message looks right before sending it to the entire company. This avoids accidental sends with typos or incomplete information.
Notification Recipients
Not every admin or manager needs to receive every notification. Clokio lets you configure exactly who receives notifications for each alert channel, so the right people stay informed without overwhelming everyone else.
How to Configure Recipients
- 1
Open Notification Settings
Go to Dashboard > Notifications > Settings in the admin panel.
- 2
Select a Notification Channel
Choose from the three available channels: Attendance Alerts, Leave Alerts, or Email Reports.
- 3
Add or Remove Recipients
Use the multi-select dropdown to add admins or managers. Remove any recipients who no longer need to be notified.
- 4
Save Changes
Click Save to apply. Changes take effect immediately for all future notifications.
Notification Channels
Clokio provides three distinct notification channels, each serving a different purpose:
Select which admins and managers receive real-time push notifications about attendance events. This includes clock-in, clock-out, and break activity. Useful for shift supervisors who need to monitor arrivals and departures as they happen.
Choose who gets notified when an employee submits a new leave request. These recipients receive a push notification immediately, allowing them to review and approve or reject the request quickly. Ideal for HR managers and team leads.
Configure who receives the daily open-session email report. Every day at 20:00, Clokio sends an email listing all employees who are still clocked in and have not checked out. This helps admins identify forgotten checkouts before the end of the business day.
Note
Each notification channel is independent. An admin can be subscribed to leave alerts without receiving attendance alerts, or vice versa. Configure each channel separately to match your team's responsibilities.
Missing Checkout Reminders
One of the most common attendance issues is employees forgetting to clock out at the end of their shift. This creates inaccurate records that require manual correction. Clokio solves this with automatic missing checkout reminders that notify employees when they appear to have forgotten to check out.
How It Works
Clokio runs an automated check every 15 minutes. It looks at all employees who are currently clocked in and compares the current time against their scheduled shift end time. If an employee has been clocked in for longer than the configured threshold beyond their shift end, a reminder is automatically sent.
Configuring Reminders
- 1
Open System Settings
Navigate to System Settings > Notifications in the admin dashboard.
- 2
Enable Missing Checkout Reminders
Toggle the Enable Missing Checkout Reminder switch to on. When disabled, no reminders are sent.
- 3
Set the Time Threshold
Configure how many hours after the scheduled shift end time the reminder should be sent. The default is 2 hours. For example, if a shift ends at 17:00 and the threshold is 2 hours, the reminder triggers at 19:00 if the employee has not clocked out.
- 4
Choose Delivery Method
Select how the reminder should be delivered: push notification, email, or both. Using both methods maximizes the chance that the employee sees the reminder promptly.
| Setting | Default | Description |
|---|---|---|
| Enabled | Off | Toggle missing checkout reminders on or off |
| Hours After Shift End | 2 hours | How long after the shift ends before a reminder is sent |
| Delivery Method | Push | Push notification, email, or both |
| Check Frequency | Every 15 min | System checks for missing checkouts automatically |
Important
Missing checkout reminders require employees to have a shift assigned with a defined end time. Employees without assigned shifts will not receive these reminders, since there is no scheduled end time to compare against.
Tip
If your organization has employees who frequently work overtime, consider setting a higher threshold (e.g., 3-4 hours) to avoid sending false reminders. You can always combine this with the open-session email report for an end-of-day safety net.
Email Notifications
Beyond push notifications, Clokio offers configurable email notifications for automated messages that benefit from a richer format. Email settings are managed under System Settings > Email Settings in the admin dashboard.
Birthday Email Automation
Show your employees you care by sending automatic birthday greetings. When enabled, Clokio sends a personalized email to each employee on their birthday, using a template you customize.
- 1
Enable Birthday Emails
Go to System Settings > Email Settings and toggle Birthday Emails on.
- 2
Customize the Subject Line
Write a subject line for the birthday email. You can use placeholders to personalize it.
- 3
Write the Email Body
Compose the body of the birthday email. Use the available placeholders to personalize the message for each employee.
- 4
Preview and Test
Use the Preview button to see how the email will look, or send a Test Email to yourself to verify everything is correct before it goes live.
Birthday Email Placeholders
| Placeholder | Replaced With |
|---|---|
| {name} | Employee's full name |
| {first_name} | Employee's first name |
| {company} | Organization name |
| {age} | Employee's new age |
| {position} | Employee's position/role |
| {department} | Employee's department |
Long Break Reminders
When an employee has been on break for longer than expected, Clokio can automatically send them an email reminder to return. This helps prevent excessively long breaks from going unnoticed and keeps operations running smoothly.
- Configurable Threshold: Set the maximum break duration (default is 60 minutes) before a reminder is sent.
- One Reminder Per Day: Each employee receives at most one long-break reminder per day to avoid notification fatigue.
- Automatic Detection: The system continuously monitors active breaks and triggers the email when the threshold is exceeded.
Long Break Email Placeholders
| Placeholder | Replaced With |
|---|---|
| {name} | Employee's full name |
| {first_name} | Employee's first name |
| {break_start} | Time the break started |
| {break_duration} | Current break duration in minutes |
| {company} | Organization name |
Tip
Always send a test email to yourself after editing any email template. This lets you verify that placeholders are rendering correctly and the formatting looks professional before employees receive it.
In-App Notifications
Every employee has a built-in notification inbox within the Clokio mobile app. This serves as a persistent log of all important events and updates, so nothing gets missed even if a push notification was swiped away or an email was overlooked.
Types of In-App Notifications
The notification inbox collects several categories of messages automatically:
A confirmation notification is logged each time an employee successfully clocks in or clocks out, providing a personal record of attendance activity.
When a leave request is approved or rejected by an admin, the employee receives an in-app notification with the decision and any admin notes.
If an admin changes an employee's shift assignment or schedule, the employee is notified so they are always aware of their current working hours.
Push notifications sent by admins also appear in the in-app inbox, providing a permanent record that employees can refer back to at any time.
Managing Notifications
Employees can easily manage their notification inbox from the mobile app:
- Read/Unread Status: Notifications appear as unread (highlighted) until the employee taps on them. This makes it easy to spot new messages.
- Mark All as Read: A single tap on the "Mark all as read" button clears all unread indicators at once.
- Badge Count: The notification bell icon on the app's navigation bar shows a badge with the count of unread notifications, so employees always know when new messages are waiting.
Notification Subscriber Management
Admins have the ability to subscribe to notifications for individual employees. This is particularly useful for managers who want to stay informed about specific team members' attendance activity without receiving notifications for the entire organization.
- 1
Open Employee Profile
Navigate to the employee's profile in the admin dashboard.
- 2
Toggle Notification Subscription
Enable the Subscribe to Notifications option. You will now receive push notifications whenever this employee clocks in, clocks out, or takes a break.
- 3
Manage Subscriptions
You can subscribe to as many employees as you need. To stop receiving notifications for a specific employee, simply toggle the subscription off from their profile.
Note
In-app notifications are stored persistently and remain accessible even after the employee has read them. This provides a complete audit trail of all notifications received, which can be useful for resolving disputes about shift changes or leave decisions.
Tip
Use the subscriber management feature during onboarding periods. Subscribe to new hires' notifications for their first few weeks to ensure they are clocking in and out correctly, then unsubscribe once they are settled in.