Daily Absence Alert
Alert type: Attendance
Schedule: Daily/Weekly Notification
Available on: Basic and above
Who can set it up: Admin
Where to find it: Admin Settings › Alerts
The Daily Absence alert tells which members are marked absent. It helps you arrange cover, confirm leave and follow up while the day is still on.
When to use this alert
Absences are often found late, when a team is already short or a customer is waiting. This alert sends one list of absent members to the right people during the day. They can then arrange cover, confirm leave and follow up where needed.
Use it to:
- Know who is absent while there is still time to arrange cover.
- Use one list for managers, Admins and HR, without preparing it by hand.
- Spot absences that were not planned or reported.
Example alert setup
Field | Value |
|---|---|
Alert Schedule | Daily Notification |
Alert Type | Attendance |
Alert Name | Daily Absence Alert |
Variable | Is Absent |
Condition | equals |
Compare With | Custom |
By | True |
Apply alert on | All Working Days |
Whom to monitor | Individual members, teams or the entire organisation. In this example: the Customer Support team. |
Who gets notified | Individual, Reporting Manager, All Admin, Custom |
When to send | Same day at 11:00 am |
How to set it up
- Open the alert settings: go to Admin Settings › Alerts.
- Click "Create New" button
- Choose the Alert Schedule: Daily Notification.
- Set the Alert Type to Attendance and enter an Alert Name, for example "Daily Absence Alert".
- Set the condition:
- Variable: Is Absent
- Condition: equals
- Compare With: Custom
- By: True
- Choose Apply alert on: All Working Days.
- Choose whom to monitor: under Applicable to, select Teams, then choose Customer Support for example.
- Choose who gets notified: Individual, Reporting Manager, All Admin, Custom
- Set when to send: Same day at 11:00 am.
- Save the alert and activate it.
How the rule is evaluated
Is Absent shows whether a member is marked absent for the day. The value is True when the member is absent and False when the member is not. In simple terms, the alert lists every member of whose "Is Absent" value equals "True".
This alert checks a True or False value, so there is no cut-off time to set and no boundary case. A member is either listed or not.
Set "When to send" at 10:00 am if you want to see a list immediately as soon as you start your day or add a buffer of 1 hr. In this example the team starts at 10:00 AM, and alert is sent at 11:00 am.
Worked example
Rule: Is Absent equals True.
Member | Start Time | Triggers? |
|---|---|---|
Priya Sharma | False | No |
Karan Malhotra | False | No |
Rohan Mehta | True | Yes |
Ananya Iyer | False | No |
Sneha Kulkarni | True | Yes |
What recipients receive
Recipients receive an email naming the members who met the condition.
Dear User,
Please be informed that the 'Daily Absence' alert has been triggered. Currently, 10 out of 50 users have met the following criteria(s):
'Is Absent' is equals to custom value of True
For a comprehensive view, please refer to the attached CSV file with detailed information. You can adjust the alert settings here.
We hope this information assists you in identifying trends, making informed adjustments, and supporting a balanced, productive environment for your team.
Best regards,
Flowace Team
Choosing recipients and timing
Field | Recommendation | Why |
|---|---|---|
Who gets notified | Reporting Manager, All Admin, Custom | The manager can arrange cover, and Admins and HR can confirm leave. |
When to send | Same day, 11:00 am | One hour after the team's start time, so that the alert is triggered after they start the day. You can also trigger this at the exact start if you don't wish to add 1 hour of buffer time |
Apply alert on | All Working Days | Follows the working days set for your workspace |
Use this alert as a prompt for a conversation. Daily Absence shows a pattern worth checking; it does not explain why it happened. Tell your team which alerts exist and why, send the alert only to the people who need to act on it, and look at the pattern over several days before drawing conclusions.
Reading the results: common scenarios
What you see | What it may mean | What to do |
|---|---|---|
One member listed once | Sick leave, planned leave or a personal reason | Confirm the reason and arrange cover if needed. |
The same member on several days | A longer leave, or a pattern that needs a conversation | Check leave records and speak to the member. |
Many members of one team on one day | A shared cause such as an unofficial trip or connected leaves on a long weekend | Check the cause before addressing individuals |
Good to know
- Values are per team or role. Different teams work different hours; set a separate alert for each.
- Alerts follow your workspace settings. Working days and the time zone configured for your workspace decide when an alert runs.
- Choose the sending time with care. If the alert is sent too early, it can be missed unintentionally. Choose a time after your team's normal start.
- The alert shows who is absent, not why. Check leave records before you follow up.
- Too many alerts reduce attention. Start with a few alerts, review how often they fire, and adjust the values.
FAQs
- Are the values in this article fixed?
No. The times, days and recipients in this article are examples. Change By, Apply alert on, Whom to monitor, Who gets notified and When to send to match your company's working hours and policies. You can edit them at any time.
- Why is there no time value to enter?
This alert checks whether a member is absent, which is a True or False value. You select True in By.
- Why was an absent member not listed?
Check that the member is within "Whom to monitor", that the day is a working day for your workspace, and that the alert was sent after the day's start.
- Can I get the list at a different time?
Yes. Change Execution Day and Execution time under When to send.
Related articles
How to Set Up Custom Alerts in Flowace
Need more help? Reach out to support@flowace.ai and our team will be happy to assist.
© Flowace Technologies Pvt Ltd | flowace.ai
Updated on: 21/10/2026
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