Scheduling regular event reminders

Owned by Fiona Wilson
Last updated: Jun 30, 2022
4 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

The scheduling function allows event reminders to be scheduled, to help 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

The Scheduling feature is for regular recurring reminders - if you want to set one-off call reminders or tasks instead - on the Estate record, Activity Feed section:

  • Click  icon and select Create task or Create call reminder

See Using tasks & messages and/or Setting a call reminder for more information

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 

  • Select the Event Type 

    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, the following fields can also be completed

    • Estate charge type

    • Works order type

    • Contractor
      This is 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 - shown below

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 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

For a Works Order or Diary Appointment reminder - see sections 4 & 5 below

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

  • Click Save and Exit on the works order

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
    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

  • Click Save and Exit on the appointment screen