How Vyki Automation Works

With automations enabled, Vyki runs on a schedule tied to your payroll cycle, without you prompting her. She works through the same steps a Payroll Manager would: notifying employees, chasing approvals, reviewing overtime, and approving clean time sheets.

At each step she sends you a status summary, so you always know what she did and what still needs attention.

Before automations can run

Two things need to be in place:

Vyki is enabled for your company. If your company’s Vyki module is off, no automations run at all.
Your Payroll Run Date and pay period settings are set on the VYKI Assistant tab in Time Tracking Settings. Vyki builds the whole schedule from these.

The four automation triggers

When	What Vyki does
End of pay period	Sends missing time reminders to employees who haven’t submitted time. Sends approval reminders to managers with pending time sheets.
Two days before payroll run	Re-sends reminders to anyone still missing time or with pending approvals. Begins overtime review on time sheets that have reached the Payroll Manager’s approval level.
Day before payroll run	Final reminder pass. Reviews remaining time sheets. Auto-corrects and auto-approves, if those settings are on.
Morning of payroll run	Final review and approval pass. Sends the Payroll Manager a complete status summary of everything processed.

Note: Vyki checks before every automated notification. If an employee submitted time since the last check, she skips them. Approvals she’s already reminded about don’t get a duplicate. Nobody gets notified for something they’ve already handled.

Automated notifications

With Auto Notify on, Vyki sends two types of outbound notification automatically.

Missing time reminders. Sent to employees with no time entered for the current open pay period. Vyki checks each employee’s current status before sending, and skips anyone who has already submitted.

Approval reminders. Sent to managers and supervisors when a time sheet is waiting at their approval level. Once they approve, the reminders stop.

Note: Notifications go out during your company’s defined hours of operation. Employees won’t receive texts or emails in the middle of the night.

Payroll status summary email

Sent by email to all active Payroll Managers. It covers:

Current time sheet status across the pay period
How many time sheets are complete, pending, and flagged
A log of every change Vyki made: which employee, what changed, and why
Anything that still needs manual review

See Review Your Payroll Status Summary Email for how to read it, and Configure Vyki Automation Settings for how to turn automations on.

Running Vyki manually

The automated schedule is a guide, not a lock. You can ask Vyki to do any of this in the chat window at any time. Your prompts always take priority over the background schedule.

How Vyki Automation Works

This article explains how Vyki's automation works — what she does automatically, when she does it, and how to stay in control of the process.