Schedule Reminders

Learn how to set and configure schedule reminders in AroFlo Office

Updated on May 24th, 2024

Schedule Reminders allow you to set a reminder for a calendar event in the form of an email, SMS, desktop alert or webhook.

Site Administrators can also set up Event Messages to automate standard reminders for schedules added to the calendar.

 
  • Set reminders to be sent as an email, SMS, desktop notification or webhook.
  • Set who the reminders will be sent from and delivered to.
  • Set when the reminders will be sent: either before the event or when it starts.
 

 

Add a Schedule Reminder

To add a schedule reminder:

  1. In your calendar, click on the schedule to open the schedule window.
  2. Click (Notificationsand select Schedule Reminders.
  3. Choose the message type, either Add Email, Add SMS, Add Webhook or Add Desktop Alert. Learn more about these message types below.
  4. Complete the fields and Save Settings.
 

Schedule Reminder Message Types

Desktop Alert

These alerts appear as browser notifications.

Desktop Alert Requirements

The scheduled user must have:

  • The calendar open on their desktop browser (Chrome or Firefox).
  • The Calendar Setting Enable Desktop Reminder Alerts to be ticked.
 
 

Email

Email alerts can be sent to multiple people who can be set as To, CC (Carbon Copy) and BCC (Blind Carbon Copy).

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SMS

Use this method to quickly send an SMS to clients or technicians in the field.

SMS Requirements

  • If you want to send an event message as an SMS, you need to configure a SMS provider in Site Admin.
  • AroFlo Go can only use SMS based event messages for Schedule Reminder events and Checklist messages.
 
 
 

Webhook

Use webhooks to notify other systems or apps. This method sends a message (JSON payload) to a unique URL provided by that system or app.
 
 
 

 

Schedule Reminder Fields

Once you have added a schedule reminder, complete the fields in the window. Options available may differ depending on the message type.

Reminder Fields Explained

Field
Description

Send / Alert

 

Select when you want to send the alert, e.g. 'At time of event' or at various time intervals before the event.

 

From

 

For Email and SMS messages. Select who the reminder will be from. See 'From and To Definitions' below to learn about the available options.

SMS Note: Replies

If you would like your own mobile number to be displayed as the 'From' number and to receive replies to that number, you will need to select Custom and enter your mobile number into the To Value field.

 

Virtual Private Numbers can be entered the same way. For more information, see SMS Messaging.

 

To

 

For Email and SMS messages. Click Add To and select who you want the messages sent to. In most cases this should be 'Scheduled To'.

SMS Note: Delivery

SMS can only be sent to mobile numbers saved against the contact(s) selected. If an SMS cannot be delivered, a system generated email will be sent to the Business Unit Manager's email address.

 

Template

 

This is the text or content that will be included in the reminder. Selecting a template is optional and AroFlo will send some basic information if left blank.

Click the (magnifying glass icon) to see the full list of existing templates. Double-click to select a template.

For instructions on how to create a new email template, see Email Templates.

 

SMS Note: Charges

All SMS providers charge per message. If the SMS contains more than 160 characters, it will be split into multiple messages.

 

Webhook Note: Content Type

If the event message is a webhook, the default BODY is a JSON payload. The content-type header will be application/json.

 

URL

 

For Webhook event messages only. This is where you enter the webhook URL from the application you want to send data to. 

 

 
 

Additional Options Explained

Options
Description

Show Sent History in Task Notes

 

Enables automatic importing of sent reminders to the Task Notes section on a job.

 

 

Track Delivery Status, Opens and Clicks

Used to track email delivery status, i.e. if the email has been opened, clicked or read.

 

Allow Reply Imports

 

Enables automatic importing of email replies.

 

 
 

 

From and To Definitions

The following settings are used to control who the reminder is sent from or to.

From and To Definitions Explained

Setting
Description

Custom

 

Allows you to enter an email address or mobile number in the field provided.

 

User

 

Allows you to select a specific user.

 

BU Manager

 

Uses the Primary Contact set against the current Business Unit for your business.

 

Client Primary Contact

 

Uses the Primary Contact email set in the Client card.

 

Current User

 

Uses the current user who is logged into the system.

 

Task Assigned To

 

Uses the Assigned person set on the task.

 

Task Client Contact

 

Uses the Reported By/Contact set on the task.

 

Scheduled To

 

Uses the resource scheduled to perform the task.

 

Client Account Managers

 

Uses the Account Manager(s) set on the Client card.

 

Task Location Contact

 

Uses the Contact set on the Location card linked to the task.

 

Task Sales Person

 

Uses the Sales Person set on the task.