Reminders

Administration → Reminders is where you ask the product to email people before a date comes round — a warranty ending, a replacement due, a fire certificate or lease on a location running out, a licence or medical check on a person. Each reminder watches one or more dates, starts a set number of days ahead, and sends each person one email listing every record of theirs that is coming up, rather than one email per record.

The screen is available on every plan. It takes Configure integrations — the permission that opens the Notifications screen, because a reminder is a decision about who is sent mail. System Administrator holds it by default. See roles.

How a reminder decides what to send

Rule	What it means
The window	A record is coming up once its date is no more than the reminder’s Send reminder before (days) away and has not yet passed. Zero days means only the day itself
The schedule	On every day the reminder’s Repeat names, it sends every record inside the window
New arrivals	On any other day, it sends only the records whose window opened since it last sent anything. A weekly reminder on Mondays therefore cannot miss a date that falls between two Mondays
The first run	A reminder that has never sent anything treats everything already inside its window as new, so the first night after you set one up says what is already coming
One email per person	Each person is sent one list of the records that are theirs. A record with two watched dates coming up is listed once for each
Once the date has passed	The record is no longer listed. Overdue returns, contracts and calibration are chased by their own reminders elsewhere in the product

Reminders run once a day. People named directly or through a role are only sent the records they are allowed to open; addresses typed into Additional CC are sent every record on the list. The email itself is a notification like any other, so its wording is edited — and translated — on Notifications, under Assets and instruments for assets and Date reminders for locations and people. Switching one of those events off there stops every reminder of that kind being sent.

The header and tabs

Part	What it shows
switched on	Reminders that are active
set up	Every reminder, active or not
New reminder	Opens the form for a new reminder on the tab you are on
Assets, Locations, People	One tab per register, each with a count. The Assets tab appears only where the assets module is switched on

Under the tabs, a paragraph restates how the window and the schedule work.

The list

Column	What it shows
Reminder	Its description — the first line of the email
Dates	The date fields it watches
Days before	How many days ahead it starts
Repeats	How often it sends, with the days it names — for example Weekly · Monday, Thursday or Monthly · 1, 15
Sent to	The people, roles, people on the record and addresses it tells
Last sent	The last day it sent anything, with how many records and how many people that list covered, or — if it has never sent
Active	On or Off

Click a row to edit the reminder. A reminder that has never sent is usually the one worth opening: the preview at the foot of its form says what it would list today.

The reminder form

New reminder opens New reminder · Assets (or Locations, or People, for the tab you are on). The register is fixed once the reminder is saved, because the dates, people and filters below only mean something for the register they were chosen for.

What to remind about

Field	What it means	Notes
Reminder description	What the reminder is — “Warranty ending”	Required. It is the first line of the email, so write it for the person receiving it
Dates to watch	The date fields the reminder reads	Required; choose one or more. For assets: Warranty expires on, Replacement date, Due back, Purchase date, Installation date, Commissioning date, and any date question your organisation has added to assets. Locations and people carry no dates of their own, so their reminders watch date questions added in the form studio. If there are none, the list says so

When

Field	What it means	Notes
Send reminder before (days)	How many days ahead of the date the reminder starts	Required. 30 by default; 0 to 366. Zero is the day itself
Repeat	How often the list is sent while something is coming up	Required. Every day, Weekly (the default), Monthly or Yearly. Changing it resets the days below to the first one
On these days	The weekdays a weekly reminder sends on	Appears for Weekly. Required. Monday by default
On these days of the month	The days a monthly reminder sends on	Appears for Monthly. Required. A day a month does not have, such as the 31st, falls on its last day
On the first of these months	The months a yearly reminder sends in, on the first of each	Appears for Yearly. Required

Send reminders to

Choose at least one of these.

Field	What it means	Notes
People	Particular people	Add a person to add each. They are sent only the records they can open
Everyone with these roles	Everybody who holds a role, now and later	Active roles only. Sent only the records each person can open
People the record names	People found on each record	For assets: Whoever is holding the asset, The manager of its department, The head of its location, The head of its site. For locations: The head of the location, The head of its site. For people: The person themselves, Their reporting manager. More than one can be chosen
Additional CC	Addresses outside your organisation — an insurer, a vendor	Separate them with commas. They are sent every record on the list, so use them for addresses that should see the whole list

Which records

Leave these empty to cover every record of the register; choosing narrows it.

Field	What it means	Notes
Categories	Asset categories to cover	Assets tab only. A category covers every category filed beneath it
Sites and locations	Places to cover	Assets and locations tabs. A location covers everywhere beneath it
People with these roles	Which people to cover	People tab only

Availability

Field	What it means	Notes
Active?	Whether the reminder runs	On by default. Turn it off to pause a reminder without losing how it is set up

Coming up now

When you open a saved reminder, Coming up now lists what it would send today, as saved — each record’s reference and name, the date that is coming up, and how many people it would go to. Up to twenty records are listed. Nothing is sent from here, and Nothing is inside the window today. means the next run would send nothing. Create saves a new reminder; Save changes saves an edited one; Delete, at the left of the footer, removes it. A reminder that would tell nobody, a weekly one naming no weekday, or a date the register does not offer is refused when you save, with the reason, rather than skipped in silence later.

Where else dates are chased

Some dates already have reminders of their own, and need nothing set up here: assets coming up on their return date, contracts and certifications expiring, instruments due for calibration and controlled documents due for review are each an event on Notifications. Whether those daily jobs are running is on Operations.

Setting up

Configuration

How a reminder decides what to send

The header and tabs

The list

The reminder form

What to remind about

When

Send reminders to

Which records

Availability

Coming up now

Where else dates are chased

​How a reminder decides what to send

​The header and tabs

​The list

​The reminder form

​What to remind about

​When

​Send reminders to

​Which records

​Availability

​Coming up now

​Where else dates are chased

How a reminder decides what to send

The header and tabs

The list

The reminder form

What to remind about

When

Send reminders to

Which records

Availability

Coming up now

Where else dates are chased