Email Notifications
Workloom sends automated emails to keep everyone in the loop — no chasing people over Slack, no "did you see my request?" messages.
Here's exactly what gets sent, to whom, and when.
Invitations
| Trigger | Who receives it |
|---|---|
| Admin sends an invitation | The invited person |
| Admin resends an invitation | The invited person |
What the email contains:
- The name of your workspace
- A link to accept the invitation and set up their account
The link is valid for 7 days. After that, you'll need to resend.
Leave requests
When a request is submitted
| Trigger | Who receives it |
|---|---|
| Member submits a leave request | Manager / admin (approver) |
The approver is notified that a request is waiting for their action. The email links directly to the request.
When a request is approved or declined
| Trigger | Who receives it |
|---|---|
| Request is approved | The person who submitted it |
| Request is declined | The person who submitted it |
The email includes the decision and any note the approver added. If a request is declined without a note, only the status is shown.
When a request is cancelled
| Trigger | Who receives it |
|---|---|
| Member cancels their own approved request | Manager / admin |
| Admin cancels a request on someone's behalf | The affected person |
Contracts
| Trigger | Who receives it |
|---|---|
| A contract is approaching its end date | Admin |
Workloom sends a heads-up before a contract expires so you have time to renew or take action. The timing of this alert depends on your workspace settings.
Contract expiry alerts are only useful if your contracts have end dates set. Open-ended contracts won't trigger any notification — which is correct, but worth knowing.
What Workloom does not email about
To keep inboxes manageable, Workloom does not send notifications for:
- Profile edits
- Contract creation (without an expiry trigger)
- Time entry logging
- Dashboard activity
A note on spam folders
Automated emails occasionally land in spam, especially on first send. If someone didn't receive an invitation or notification, ask them to check their junk folder before resending.
If emails consistently fail to arrive, contact your workspace admin or Workloom support to check the sending configuration.