Emails the administrator receives
Every message the platform sends to administrators: registrations, requests, security, digests, birthdays, free trial and domain.
Administrators receive the operational emails of the organisation at the address on their profile. The ones addressed to employees are in Emails and notifications.
People
| When | Subject | Notes |
|---|---|---|
| Someone verifies their email after registering | New Employee Registered - {name} | with the Approve Employee button |
| Someone completes their profile and stays pending | Nuovo dipendente da approvare - {name} (Italian for "new employee to approve") | with Gestisci Dipendente ("manage employee"); always in Italian |
| Someone completes their profile and is activated automatically | Nuovo dipendente auto-approvato - {name} (Italian for "new employee auto-approved") | "Non è richiesta alcuna azione da parte tua." ("no action is required from you"); always in Italian |
Whoever creates the organisation does not get a notification about their own activation.
Requests
| When | Subject | Notes |
|---|---|---|
| A request is created pending | New {type} Request from {name} | employee, period, days or hours, type, notes; a Manage Requests button that opens the Requests section. It reaches every active administrator and, in Admin and department manager mode, the department manager; whoever submitted the request does not get it |
Requests that are approved automatically do not produce this email. Decisions (approval, rejection) send an email only to the person concerned.
Digests and recurring emails
| When | Subject | Notes |
|---|---|---|
| At the frequency chosen in Settings › Notifications | Riepilogo ferie team — {month} – {month year} (Italian for "team holiday summary") | requests waiting for approval and a timeline of the approved absences for the current month and the next one; always in Italian |
| Every day, if you turn birthday wishes on and someone has a birthday | Compleanni oggi - {date} (Italian for "birthdays today") | name, email and department of the people celebrating; always in Italian |
Security
| When | Subject |
|---|---|
| An account reaches 20 failed login attempts (one hour lock) | Alert Sicurezza: Account Bloccato - {email} (Italian for "security alert: account locked") |
| An account reaches 30 attempts (permanent ban) | CRITICO: Account Bannato Permanentemente - {email} (Italian for "critical: account permanently banned") |
| An upload takes document storage past 80% | Storage Quota Alert (past 95%, CRITICAL: Storage Quota Exceeded) |
The two account alerts give the account, the attempts, the duration and the recommended steps, with the Gestisci Account Bloccati button ("manage locked accounts"). Always in Italian.
Organisation and plan
| When | Subject | Recipient |
|---|---|---|
| The workspace has been created | {company} is ready on LeavePilot | whoever signed up |
| A few days before the trial ends | {company}: your trial ends in {n} days | whoever signed up |
| When the trial ends | {company}: the trial has ended, you are now on the free plan | whoever signed up |
| The custom domain has been activated | Il tuo dominio {domain} è attivo! (Italian for "your domain {domain} is active!") | the administrator who set it up |
The signup and trial emails always leave from noreply@leavepilot.app, even if you have configured a company mail provider; the one about the custom domain uses the provider you configured.
Test email
From Settings › Email Provider, Send Test Email sends you LeavePilot — Email di prova (Italian for "test email") through the provider you saved.
Language
The registration and new request emails arrive in the profile language of the first administrator in alphabetical order of email address (for the new request, excluding whoever submitted it); the other emails to administrators are in Italian.
What happens on its own
Some things the platform does without anyone asking. This is the full list.
| When | What happens |
|---|---|
| every hour, if it is on | the team holiday digest goes out on the day and at the time you chose |
| every day, if you turn them on | the birthday wishes and the digest to administrators go out |
| the first day of each month | medical certificates older than 12 months and log entries past their retention limits are deleted |
| 1 December | next year's public holidays are imported for every active country |
| 1 January | the counters restart on the new year and the carryover of unused days is calculated |
None of these operations asks for confirmation and, apart from the two emails, none of them sends a summary of what it did.