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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

The scheduling function allows you to schedule your own event reminders . This is useful to to help you stay on top of management tasks.

You can create reminders for regular appointments or works to be booked - and for such events as block inspections and annual directors meetings.

When scheduled reminders reach their due date, they are flagged as tasks on the Organiser - and will remain that way until action is taken on the task.


Info

The Scheduling feature is for regular recurring reminders - to set one-off call reminders or tasks:

On the Estate record, Activity Feed section:

  • Click + icon and select Create task or Create call reminder


1. Access Scheduling section

From the Estate record:

  • Click Scheduling in the bottom section of the screen

    Existing scheduled event reminders are displayed, organised by estate/block

    Double-click to view more details and/or edit


2. Add new scheduled reminder

  • Click the + icon

  • Select the Event Type 
    Available types are shown right

    Complete the following fields

  • Enter the Description for the reminder

  • Select the Block
    Leave blank if applies to whole estate

  • Appointment type 
    Enter this on a Diary Appointment reminder type

  • First reminder date
    Once saved, this date cannot be changed

  • Recur every
    Enter the figure and select to recur every x days, weeks, months or years

  • For a Works Order event type (see 2a), the following fields can also be completed
    • Estate charge type
    • Works order type
    • Contractor
      This will be automatically added when preferred suppliers have been set-up via the Charges/Budgets screen

  • Click Accept to save and close

    The newly added reminder details will be shown in the grid and from the date of the first reminder, an entry will be added to the Activity Feed and a task will be added to the Organiser (see 2b)


2a. Works order

Expand
title2b. Reminder shown in Activity Feed & Organiser

When a reminder reaches its First reminder date (and subsequent recurring dates after that), it will be displayed in the Activity Feed on the estate record and also on your Organiser

Activity Feed (on estate record)

Organiser - Messages & Tasks panel


3. Actioning an event reminder

From the Activity Feed or Organiser:

  • Click the reminder to open it

    The reminder type will dictate what is shown

    For a Works Order or Diary Appointment reminder - see following sections

  • For Call Reminder, Reminder and E-mail/Letter Reminder types (as shown right):

    • Carry out the required action

    • When done, click Complete on the task reminder screen


4. Works Order reminder

Open the reminder from the Activity Feed or Organiser: 

  • Click Create Works Order to open a new works order screen

  • Enter the works order details - see 4a

  • Click Save and Exit on the works order


Expand
title4a. Enter works order details
  • Click Create Works Order on the scheduled task
  • All relevant information will be pulled across to the works order
  • Complete the details as far as possible, such as completing the required by date plus costs, etc.

    For more information on creating a new works order, click here


5. Diary Appointment reminder 

Open the reminder from the Activity Feed or Organiser: 

  • Click Create Diary Entry to open a new diary screen

  • Enter the appointment details - see 5a

  • Click Save and Exit on the appointment screen

Expand
title5a. Enter appointment details
  • Click Create Diary Entry on the scheduled task
  • All relevant information will be pulled across to the appointment
  • Complete the details as far as possible, such as:
    • In Entry Date enter the appointment date 
    • Set the From and To time for the appointment
    • Mark the appointment as All Confirmed



Info

Once a scheduled task has been actioned, as outlined in sections 3 - 5, the reminder will be cleared from your Organiser task list and the estate Activity Feed

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