An initial email is sent to contractors inviting them to join Quartz, with an “Activate Your Account” button that directs them to the platform.

A reminder email is sent to contractors at a frequency defined at the organisation level. This email prompts contractors to submit timesheets for any weeks where no timesheet has been submitted, unless the period has been marked as a cancelled period.

An email confirmation is sent to the contractor once their timesheet or expense has been approved. The email also provides access to log in to the system and view a list of submitted timesheets and expenses.

If a contractor’s timesheet or expense is rejected, an email notification is sent to inform them of the rejection and provide the reason. The email also prompts the contractor to log in to the system to amend and resubmit the timesheet or expense if required.

Once a contractor submits a timesheet or expense, the client user receives an email notification prompting them to action the submission. From the email, the client user can approve or reject the timesheet or expense without logging in to the system. If Reject is selected, a text box appears allowing the client user to provide a reason for the rejection.

Client users receive reminder chaser emails at a frequency set at the organisation level, reminding them of outstanding timesheets and expenses that still require action. The email includes a list of the relevant timesheet and expense numbers, along with a link prompting them to log in to the system.