SOURCE:    Vacation Tracker
TITLE:     Guide: Notifications Within Vacation Tracker
URL:       https://vacationtracker.io/knowledge-base/guide-notifications-within-vacation-tracker/
LANG:      en
PUBLISHED: 2021-12-10
UPDATED:   2025-06-10
READING:   3 min
SUMMARY:   How Daily and Weekly leave notifications work in Vacation Tracker—what's in them, when they send, who they reach, and how to filter by Department, Location, or Label.

Guide: Notifications Within Vacation Tracker

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Last updated on June 10, 2025

Guide: Notifications Within Vacation Tracker

How Daily and Weekly leave notifications work, what's in them, and how to shape them for one team's planning rhythm.

3-minute read

Daily and Weekly Notifications send an automated summary of who's on leave and when. They keep the team aware of upcoming absences without anyone having to ask. Once you know the moving parts (what's in the message, when it sends, who it goes to, how it's filtered) you can shape a notification that fits exactly one team's planning rhythm.

What a notification contains

  • Names of employees who will be on leave during the covered window
  • The type of leave they're taking
  • The duration of each leave
  • Any regional holidays in that window, grouped by Location
  • Links back to the dashboard and Calendar for anyone who wants more detail

Daily vs. Weekly

Daily

Day-to-day coverage

Fires on the days you pick, at the time you set. Each message covers leaves for that day and the next working day.

  • Support rotations
  • Customer-facing teams
  • On-call and duty schedules
Weekly

Planning ahead

Fires on the day you pick, once a week. Covers either the current week or the upcoming week (your choice).

  • Meeting and project planning
  • Resource allocation
  • Heads-up on the week ahead

The filter system

A single notification can target any slice of your workspace using three filters that combine freely.

  • Department: limit the notification to one or more Departments. Useful when each team has its own channel.
  • Location: limit to a Location. Useful when offices in different regions want their own view.
  • Label: limit to Users with a specific Label (Complete plan). Useful for cross-functional projects that span Departments.

Leave the filters empty and the notification covers everyone active in the workspace.

Where the notification lands

  • Slack: any public or private channel, plus optional email recipients. The bot needs to be in the channel.
  • Microsoft Teams: any public channel the bot has access to, plus optional email recipients.
  • Google Workspace: email only (no in-chat channel option).
  • Email Only: one or more email addresses, including group addresses like hr@yourdomain.com.

Formatting and edge cases

  • Group by Department or Location: leaves inside the message are organized by your chosen grouping so long lists stay scannable.
  • Send when nobody is off: a toggle that decides whether the message still goes out on a quiet day. Useful as a heartbeat: yes, the system is working, and no one is out.
  • Week starts on: aligns the weekly window with your company's working week (Sunday or Monday start).
  • Time and timezone: pick the hour the notification fires and the timezone it's evaluated in.

Who can create and manage them

  • Administrators: can create, edit, deactivate, and delete any notification in the workspace
  • Approvers: can create notifications and manage the ones they created themselves
  • Users: receive notifications, but don't set them up

Common Questions

Not with a single notification. Each notification has one destination. The cleanest pattern is one notification per channel, each with the filters that match its audience.

Not directly. The system always shows all approved leaves for the window and audience. If you need a subset, use Labels (Complete plan) combined with how you set up your leave types to shape the audience.

Currently no. Only public channels are supported on Microsoft Teams. Slack supports both public and private channels. Email recipients work for every integration.

What's Next?

Guide: What Types of Notifications Can I Set? How Do I Set Notifications Within Vacation Tracker? How Do I Disable / Delete Notifications?
Need help?
Contact our Support team via email or chat, Monday to Friday, 9 AM – 5 PM EST.

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