With the reminder function, you have the opportunity to create customized reminder that you want to send out within the organisation. These reminder will go out via e-mail and as a notification inside the expense management platform.
Activate a new reminder
On Organisation level, go to the left-hand side menu to "Settings" and reminder. To create a new reminder press "Add reminder". The Reminder title you entered will be shown as the big title of the Reminder.
Now it's time to customize what type of reminder you would like to send:
- Reminder title: What kind of title you would like to have for your reminder.
- Message: What kind of message you would like to send out to the users.
- Date/time to send reminder: Choose the date and time you want to send the reminder.
Repeat: Here you have the following options to repeat the reminder
Do not repeat, Every day, Every week, Every second week and Every month.
Send to: Here you have 3 types of option for who within the organisation to send the reminder to
All the users in the organisation, Users with non-submitted reports and Approvers with ongoing to-do items.
- If you choose to send the reminder to all users in the organisation, the reminder goes out to all users who are added as a user in the organisation.- Users with un-submitted reports mean that the reminder goes out to users who have reports lying around that have never been submitted. Worth noting is that if a report has been submitted and rejected before, no notice will be issued in this case.
- The approver option (with reports in their to-do list) means that reminder go out to users who have reports to manage in their to-do list, this can for example be a report to approve.
In the example above, we would like to send a reminder to the approvers at 12 PM every month on the 31rd with a message to approve/reject their reports from other users in their to-do list. Therefore, we also choose the option to send this reminder to Approvers with ongoing to-do items.
Inactivate, delete or edit the reminder
You can choose to inactive the reminder by clicking on the "on/off switch" in your left-hand upper corner in the Reminder-window. This function is good if you would like to active the same reminder later on.
To make changes to an already existing reminder, you click Edit in the right hand side bottom corner. To delete the whole reminder press Delete on the left side of the Edit-button.
How will the reminder be received by the user?
If the user has activated emails from the platform (this is chosen in their Personal settings in their Private mode) they will receive an e-mail with the reminder and also as a message under Notifications in the user's Private mode in the platform.
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