Benefits
Catch scope creep early with daily over-budget alerts as soon as a workflow goes beyond budget.
See exactly who is accountable with user-level time breakdowns on every over-budget workflow.
Spot ad hoc work before it becomes a costly surprise.
What’s included in the email?
Client name
List of workflows for that client that have exceeded budget
Including workflow start and end dates
Total overage
Total logged hours vs. total budgeted hours
Breakdown of time logged by each user
Any ad hoc tasks that fall within the start and end date of that workflow occurrence.
Who Receives the Daily Over-Budget Email?
Over-budget alert permissions are controlled at both the company and user levels:
Company-Level Settings
Owners and Admins can choose whether the following roles should receive over-budget alerts by going to company profile --> company settings.
Owners
Admins
Supervisors
User-Level Settings
Each user can individually enable or disable this notification in their User Profile.
User-level settings override company settings. If the company has alerts enabled, but a user turns them off in their profile → the user will not receive emails.
The following roles will not these alerts:
Group Managers
Group Members
External Collaborators
When emails are sent?
Notifications are sent once daily at 9:00 AM ET.
If a workflow exceeds its budget today, the email notification will be sent the following day at 9:00 AM ET.
Email will not be sent again when the same workflow occurrence remain overbudgeted.
Only workflow occurrences with a start date after the notification feature was enabled will be monitored. (eg. If the notification feature was turned on Nov 1, only workflow occurrences starting after Nov 1 will trigger over-budget alerts.)
What triggers the email?
When the total budgeted hours for that workflow occurence are exceeded.
If the overall logged hours for the workflow remain within budget, no email will be sent—even if an individual task goes over its budget.
How is budgeted and logged hours for a workflow occurrence shown in the email?
Budgeted and logged hours are calculated by combining:
All tasks under that workflow, as shown within the client profile.
Any ad hoc tasks associated with that workflow occurrence.
For example:
This workflow recurs every 2 weeks on Monday, Sept 1. It has 2 tasks. Each task has budgeted hour = 1hr.
The total budgeted hour for each workflow occurrence is 2hrs.
User added an ad hoc task tied to this workflow with budgeted hour = 1hr, the total budgeted hours for that specific occurence will increase to 3hrs (2 hours from the recurring workflow tasks and 1 hour from the ad hoc task)
Why do workflow budgeted hours in the email look different from time reports?
The time report Levvy calculates budgeted hours in real time, based on the tasks currently assigned to a client or user for that week or month.
Moving tasks to a different date in the workspace affects the weekly and monthly budgeted hours.
Using the same workflow example described above.
A workflow recurs every 2 weeks on Monday. On Sept 1, it has 2 tasks. Each task has budgeted hour = 1.
In the time report for Sept 1 to 7, the budgeted hour for that workflow occurence is 2hrs.
Users then move task 2 to next week, as the user won't be able to start until then.
In the time report for September 1–7, the budgeted hours for that workflow occurrence show as 1 hour (after the task was moved out of this week).
In the time report for September 8–14, the budgeted hours for the same workflow occurrence show as 1 hour (reflecting the task that was moved into that week).
However, in the overbudget email, the budgeted hours for this workflow occurrence will appear as 2 hours. This simulates a fixed budget, so you can see the total originally allocated for the workflow, regardless of how tasks shift between weeks.