Contents of this article are applicable to the following users
Tier: All Tiers
Platform: Web
Access Level: Owner
StaffAny can send automated email notifications to keep approvers and staff informed throughout the leave application process — from submission to approval or rejection.
This guide will cover how to:
Enable Leave Email Notifications
Leave email notifications are controlled by a single toggle in your Notification settings. When enabled, both approvers and applicants receive emails at each stage of the leave process.
Go to Settings > Notifications.
Under Leave Reminder, check the box next to Remind owners and leave applicants via email reminders.
Click Save to apply the setting.
Once enabled, emails are sent automatically whenever a leave application is submitted, approved, or declined.
How Leave Email Notifications Work
Three types of email notifications are triggered by leave application events:
New Leave Application (to Approver)
When it is sent: When a staff member submits a leave application.
Who receives it: The assigned leave approver(s).
Subject line: Leave request from [Staff Name]
The email includes:
Staff name
Home section (if applicable)
Leave type
Start and end dates
Number of days and full/half day breakdown
Date applied
A Review Leave Requests button linking directly to the Leave Applications page in StaffAny
Leave Approved (to Applicant)
When it is sent: When the leave application is fully approved.
Who receives it: The staff member who applied.
Subject line: Your leave request has been approved
The email includes:
Approver name (if available)
Status: Approved
Leave type, start and end dates, number of days
Date approved
Leave Declined (to Applicant)
When it is sent: When the leave application is declined.
Who receives it: The staff member who applied.
Subject line: Your leave request has been declined
The email includes:
Rejected by
Status: Declined
Leave type, start and end dates, number of days
Date declined
Rejection comment (if provided by the approver)
FAQ
Who receives the submission email when there are multiple approvers?
All assigned leave approvers for the application receive the submission notification email.
Will the applicant receive an email for each stage of a multi-stage approval?
No. The applicant only receives an email once the application is fully approved, or when it is declined at any stage.
What if the recipient's email address is not valid?
If the registered email address is missing or invalid, the notification is skipped for that recipient. No error is shown in the app.
Can I turn off email notifications for just one leave type?
No. The setting applies to all leave types across the organisation. There is no per-leave-type toggle.