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An IMAP Email account must be set up to receive the email responses, which we can connect to from InTIME. The details can be entered into InTime by clicking on Configuration .PNG?version=1&modificationDate=1566990091000&cacheVersion=1&api=v2&width=20){kind=small}
> System > Email Server Settings. The following configuration information is required for connection to the IMAP enabled email account.
- Email Server e.g. imap.gmail.com or outlook.office365.com
- Protocol - imap or imaps. IMAPS is preferred.
- Port - 143 for imap OR 993 for imaps
- SSL Required - No for imap OR Yes for imaps
- Email address: e.g. approval@gmail.com
- Username: approval@gmail.com
- Password:
- Issues connecting
- Check that IMAP is configured on your email server
- Try logging in directly to the account using the credentials
- Has the password expired or does it need resetting on first use?
- If there are still issues then contact the InTime support team and ask if they can disable plain authentication. This is a back end configuration change that only the support team can make.
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Email Approval Events: If there are any timesheets or expenses which InTime could not update, there will be an “Email Approval Events” alert in the STATUS widget, or you an access these by going to Import/Export > Email Approval Events to find the reason for the timesheet not being updated.
Message | Explanation | Solution |
An approval email was received but no approval is active for this item. | When the approval user clicked on the link in the email the timesheet was not active. This is probably because the approval was not responded to before the system timed out. Check the Approval Routes in the System Configuration menu (the cog icon) to determine what the timeout parameters are. | The Worker will need to resubmit the timesheet and the manager must respond to the most recent approval email that they receive. |
An approval email was received but there is no record of the email address. | The email address that the Manger used to respond to the approval email is not set up in InTime. Go to Profiles > Managers and check which email address the user should be using. | The Manager must send the approval/rejection email from the email account that is set up in their InTime profile. If they have more than one mailbox, they must select the correct mailbox before sending the email. |
An approval email was received but the timesheet was already approved. | The timesheet has already been approved, possibly by another Manager. | Check the History tab of the timesheet to determine which Manger approved the timesheet. Check the Approval Routes in the System Configuration menu (the cog icon). Check who the approvers are. |
An approval was received but the timesheet has been deleted or replaced. | The timesheet was submitted by the Worker and an approval email has been sent. The timesheet was subsequently reverted before the Manager clicked on the link to approve the timesheet. | If the Worker resubmits a timesheet a new approval email will be sent to the Manager. |
Email Account Access: If there is an issue preventing InTime from connecting to the approval mailbox you will see an "Email Account Access" alert in the STATUS widget, or you can access this by going to Configuration (cog icon) > Email Server Settings and check for any warnings.
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