Set up reminder emails

Set up reminder emails to send automatically up to seven days before a time people are scheduled to, so they remember their assigned position! Reminder emails are managed from the plan time and sent from the person who receives scheduling responses.

• Reminders are sent from the person assigned to receive the scheduling response:

  • Current Scheduler is the person who placed the team member in the position in the plan or template.

  • All Team Members defaults to the first person added as a team leader.

• Reminders are not sent to declined people but only to confirmed and unconfirmed people.

• Reminder emails are sent out at 10 a.m. local time on the day they are scheduled, even if other emails have not been sent. If a reminder is sent before a scheduling email is sent, the team member can access the plan and respond.

• You can customize reminder emails by adding information to the plan notes. Any plan notes assigned to a team are included in that team's reminder email.  

Edit reminders for specific teams

You can adjust the reminder settings for your teams when adding or editing times.

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1. From the Times section of a plan, select a time for which you'd like to set reminders or select Add to create a new time. 

2. Use the dropdown next to each team to set or turn off reminders for that team. 

   Warning

   While you can assign specific positions to this time, there's no way to add separate reminder settings for each one. For example, you can choose to only assign the "Sound" and "Media" positions from your A/V Team to this time, but both positions will receive reminders on the same day.

3. Select Update this time in future plans to apply these settings to future plans.

4. Select Save to finish the process.

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1. Open a plan and select the Times tab.

2. Select a time for which you'd like to set reminders or tap the Add button to create a new time. 

3. Tap on an assigned team's name from the list. If the toggle next to a team's name is turned off, you'll need to tap the toggle to assign this team to the time.

4. Select an option (up to seven days before the scheduled time) to determine when your reminder will be sent. Choose No Reminder to turn off reminders for this team.

   Warning

   While you can assign specific positions to this time, there's no way to add separate reminder settings for each one. For example, you can choose to only assign the "Sound" and "Media" positions from your A/V Team, but both positions will receive their reminders on the same day.

5. Tap the Edit Time button at the top left to go to the previous screen.

6. Select the Update in future plans toggle to apply these reminder settings to future plans. Select Update existing schedule to apply these reminder settings to previously scheduled team members.

7. Tap the ✅ green checkmark at the top right to save your changes.

Notice

Any reminders scheduled to be sent on the same day will be condensed into one reminder notification so that people assigned to more than one team won't receive a separate notification for each team.

Disable reminders

To turn off reminders for specific teams, edit the time and change the reminder settings for the team to No Reminder.

You can also disable reminder emails for all the teams in a plan by following the steps below.

1. Select the dropdown arrow next to the Times section of a plan.

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2. Select the Disable Reminders checkbox from the dropdown.

3. To disable reminders for all future plans, select Yes, update all in the popup window.

   To disable reminders for this specific plan, select No, only this one.