Separate employee and manager alerts
Control the updates someone receives about their own work and the additional events they manage for a team.
Staff notifications by email, push and in-app alert Choose how FlowRota keeps you updated
Keep employees and managers informed about shifts, requests, approvals, leave, availability, timesheets and more—using the delivery channel that fits the update.
Notification settings are separated by the user’s role as an employee or manager. Supported events can use email, push or both, while live manager clocking activity remains an in-app alert.
included for £1 per user per month
Choose both the update and the way it reaches you
FlowRota turns important workforce events into controlled notifications. Employees can follow changes to their own work, managers can respond to team activity, and each user can choose a quick device alert, an inbox record or both where supported.
Useful notifications for both sides of the rota
FlowRota connects each alert to a real scheduling or workforce event, then lets the user choose how supported updates are delivered.
Switch events on individually
Enable the events that are useful and leave unrelated categories switched off.
Remind staff before shifts
Send a reminder before a scheduled start, using the lead time selected in the employee’s settings.
Use push for prompt attention
Put time-sensitive reminders, changes and requests on the user’s device when push is enabled.
Keep an email record
Retain an inbox copy of approvals, amendments, notes, forms and other updates a user may need to revisit.
Keep live clocking activity in-app
Deliver manager clock-on and clock-off updates inside FlowRota, separately from employee reminders.
Let employees follow the changes that affect their work
Employee notifications cover the journey from a new shift appearing on the staff rota to later amendments, requests, approvals and reminders.
Fifteen employee notification types in one settings area
Employees can choose alerts around their shifts, time away, clocking records and conversations. The settings stay granular: users select the events they need and the available email or push channels that suit them.
Notification events- Shift reminders, new shifts and shift amendments
- Shift change requests, swaps and open shifts
- Leave, absence, TOIL and return-to-work forms
- Clock-off reminders and clock-card approvals
- Availability, timesheets, notes and acknowledgements
- Put urgent updates on the employee’s device
- Keep a searchable email copy where useful
- Reduce dependence on managers forwarding updates manually
How FlowRota notification settings work
Settings are organised around the user’s two possible roles, then broken down by event and supported delivery channel.
Choose the relevant role
Review notifications received as an employee and, where applicable, the separate set received as a manager.
Select individual events
Enable each type of shift, request, approval, record or form update that is useful.
Choose email, push or both
Select the supported channel combination that fits the event and the way the user wants to be reached.
Set timing where available
Choose how long before a shift to send a reminder and the starting-within window used for new-shift alerts.
Granular rather than all-or-nothing.
Users can keep the alerts and channels that help them act, while
switching off the combinations they do not need.
Employee notifications cover more than shift reminders
The complete employee list spans scheduled work, time away, clocking, requests and shared records. Supported events can use email, push or both.
Shifts and scheduling
Keep track of new work, later amendments and requests involving an employee’s scheduled shifts.
Available notification events- Shift reminders
- New shifts
- Shift change requests
- Shift amendments
- Shift swaps and open shifts
Benefit: Give employees a direct update when their schedule changes or a shift workflow needs their attention.
Leave, attendance and availability
Follow time away and attendance records from the first request or reminder through to manager approval.
Available notification events- Leave & absence periods
- Clock off reminders
- Clock card approvals
- Time off in lieu (TOIL)
- Availability requests and return to work forms
Benefit: Let employees see when a request, record or form has moved on without having to ask a manager for an update.
Records, notes and acknowledgements
Stay informed when a manager updates a timesheet or somebody adds to a shared shift, leave, swap or open-shift conversation.
Available notification events- Timesheet updates
- Notes added to shifts or leave requests
- Notes on open-shift claims
- Notes on shift-swap requests
- Acknowledged notes and comments
Benefit: Keep the conversation attached to the FlowRota record while still alerting the employee that something changed.
Notify managers when their team needs a response
Manager notifications focus on employee activity: requests, decisions, bids, submissions and records that would otherwise require the manager to keep checking FlowRota manually.
Shift responses and requests
See when employees respond to scheduled work or ask for a change involving a shift you manage.
Available notification events- Accepted shifts (including accepted or declined responses)
- Shift change requests
- Shift-swap activity
- Open shift bids
Leave, TOIL and submitted forms
Bring requests and completed workforce forms to the manager’s attention when an employee takes action.
Available notification events- Employee leave requests
- TOIL requests
- Completed return-to-work forms
- Availability submissions
Attendance, timesheets and staff notes
Follow key attendance events and updates to records linked to the employees in a manager’s team.
Available notifications- Employee clocking on and off — in-app
- Employee timesheets: requests or amendments
- Staff notes and comments
Manager alerts reflect the team relationship.
A manager receives selectable updates generated by employees they
manage, rather than notifications about unrelated teams.
Set useful timing for shift-related alerts
Some notifications need more than an on-or-off switch. FlowRota adds timing controls where the value of the alert depends on how close the scheduled shift is.
Shift reminder lead time
Employees can receive a reminder before a shift they are due to start, with the reminder timing selected in their settings.
Features- Separate notification enable/disable control
- Choose how long before the start to send it
- Reminder tied to a scheduled shift
- Designed to prompt the employee before work
New-shift starting window
New-shift alerts can use a starting-within period, helping the user focus on shifts created or removed within the lead-time window they choose.
Features- Separate notification enable/disable control
- Choose the relevant starting-within period
- Covers a newly created shift
- Covers removal of previously scheduled work
Keep every other notification independently selectable
The remaining events retain their own checkbox, so users do not need to accept a single catch-all setting simply to receive one important update.
Benefits- Reduce unnecessary email
- Keep role-specific settings understandable
- Allow preferences to change as responsibilities change
Choose a channel that fits the update
Email and push solve different communication needs. FlowRota lets supported events use either channel or both, while live manager clocking activity remains an in-app notification.
Email notifications
Send a copy to the user’s inbox for updates they may want to read later or find again.
Useful for- Approvals and declines
- Shift amendments and request decisions
- Notes, timesheets and forms
- A longer-lived inbox record
Push notifications
Place an alert on the user’s device so a reminder, shift change or request can be noticed without opening an inbox.
Useful for- Upcoming shift reminders
- New shifts and amendments
- Requests that may need prompt attention
- Updates while away from a computer
In-app notifications
Keep live operational activity inside FlowRota when the update is most useful in the product itself.
Current in-app event- An employee clocks on
- An employee clocks off
- The alert goes to the relevant manager
- Employee clock-off reminders remain separate
Staff can use FlowRota across web, iOS and Android. Visit the FlowRota installation page for access options.
Bring time-sensitive rota updates onto the user’s device
Push notifications add immediacy without removing email. A user can keep an inbox record, enable a device alert, or use both for supported events.
Make push a preference, not an all-or-nothing switch
Users can choose push for the events where speed matters most and keep other updates in email. The device must allow FlowRota push notifications before they can appear.
How push works- Enable push permission on the device
- Select supported employee or manager events
- Keep email enabled alongside push where useful
- Change preferences as responsibilities change
- See urgent rota changes sooner
- Reduce reliance on repeatedly checking email
- Keep each user in control of their alert mix
Match the notification to the way it will be used
The same event can have different communication value depending on whether the user needs immediate attention, a lasting record or live context inside FlowRota.
| Channel | Best suited to | Where it appears |
|---|---|---|
| Push | Time-sensitive reminders, changes and requests a user may need to notice promptly. | The user’s enabled device |
| Updates that benefit from an inbox record, including decisions, notes, timesheets and forms. | The user’s email inbox | |
| In-app | Live employee clocking-on and clocking-off activity for the relevant manager. | Inside FlowRota |
Reduce the gap between a FlowRota action and a human response
A rota system only feels connected when people know something has changed. Selective channels help each workflow move forward without requiring constant checking or a second message thread.
Fewer missed rota changes
Use push, email or both to let employees know about new shifts, amendments and decisions.
Quicker manager follow-up
Surface leave, TOIL, swaps, open-shift bids, availability and other submissions that need review.
Better-timed reminders
Put a prompt on the employee’s device before a scheduled start or clock-off time instead of relying entirely on memory.
A channel for different kinds of update
Use push for immediacy, email for a lasting copy and in-app alerts for live FlowRota activity.
Connect notifications with the features behind each update
Notifications sit around the scheduling, leave and workforce workflows already taking place in FlowRota. These related pages add useful context to the events employees and managers receive.
Frequently asked questions about FlowRota notifications
What notifications can employees receive?
Employees can receive notifications for shift reminders, new shifts, shift changes and requests, leave and absence, clock-off reminders, swaps, clock-card approvals, TOIL, open shifts, availability requests, timesheets, notes and return-to-work forms.
What notifications can managers receive?
Managers can be notified about employee leave, accepted or declined shifts, shift change and TOIL requests, swaps, open-shift bids, return-to-work forms, availability submissions, timesheets and staff notes.
Can email and push notifications be controlled separately?
Yes. FlowRota allows supported notification events and delivery channels to be selected separately, so a user can choose email, push, both or neither for the updates they need.
Why use push notifications?
Push notifications place time-sensitive FlowRota updates on the user’s device, making them useful for reminders, changes and requests that may need prompt attention.
Why keep email notifications enabled?
Email provides a longer-lived inbox record that can be useful for approvals, amendments, notes, forms and other updates a user may want to revisit.
Can employees choose when a shift reminder is sent?
Yes. The shift reminder setting includes a timing control so the employee can choose how long before a scheduled shift the reminder should be sent.
Does FlowRota send updates about shift changes?
Yes. Employees can receive notifications when a manager amends a shift and when a shift change request is approved or declined. Managers can be notified when an employee submits a change request.
Are leave and absence updates included?
Yes. Employees can receive updates when leave requests are approved, declined or amended and when an absence period changes. Managers can receive notifications for new employee leave requests.
Are clock-on and clock-off manager notifications sent by email or push?
The manager setting shown for employee clocking on and off uses an in-app notification. Employees can separately enable their own clock-off reminder through the available notification channels.
How much does FlowRota cost?
FlowRota costs £1 per user per month after a 30-day free trial. No credit card is required to start the trial. Visit the pricing page for full details.
Try FlowRota notifications with your own team
Choose employee and manager events, enable email and push, then set a shift reminder. The trial is free for 30 days, no credit card is required, and continued access costs just £1 per user per month.
Start your free trial