Scheduled reminder messages are a type of Message Template which can be set up to automatically send to users in your account at a specified frequency.
To create a new scheduled reminder, go to Manage > Templates > Message Templates and click Add Message Template. Set a name for the template, set the Message Type to 'Scheduled Reminder Message', and complete the settings to suit your requirements.
The settings available are:
Active - Once the message is active it will automatically send at your chosen time and frequency.
Send To - Specify what type of users should receive the reminder message. This can be set to Resources, Approvers, Contacts, Consultants, or Administrators - learn more about the different Roles in Invoxy here.
Schedule Frequency - How often the reminder message should be sent. Options are daily, weekly, or monthly, and within the weekly and monthly options you can choose which day of the week/month the message should be sent.
The time of day selected will determine when the message will be sent. The timezone will be based on the Country selected in your Company Settings. For countries with multiple timezones, the most common timezone has been nominated, some of which include:
AU - AUS Eastern Standard Time
UK - GMT
USA - Eastern Standard Time
If your country isn't listed here and you'd like to know which timezone your messages will be sent in, contact firstname.lastname@example.org.
Schedule Filter - When the Send To field is set to 'Resources' or 'Approvers' the Schedule Filter field will also appear. This will allow you to specify whether the reminder is sent to all Resources/Approvers who were on active placements in the prior day/week/month (based on the selected frequency), or only those with outstanding actions to complete.
For Resources you can filter to:
Timesheets Pending - any resources who:
- Have recorded time but not yet requested approval
- Have a Work Pattern set on their Work and haven't yet recorded time on all days the Work Pattern expects in the selected period
- Have no time recorded in the selected period
No Timesheets - any resources who have no time recorded in the reminder period.
For Approvers you you can filter to Approvals Pending, to email only those approvers with outstanding approval requests.
You can then choose whether the filter should look for users who meet those criteria for the current period (e.g. This Week) or the previous period (e.g. Last Week).
You can also tick 'Include Previous Days/Weeks/Months' if the reminder should also go to users who meet the criteria for previous periods.
Message Subject & Content - The subject and content of the message can be specified to suit your requirements. For more details on the formatting and placeholders available, see our Message Templates article.