Setting up Schedules and Reminders.

Scheduled reminders and mails can be added to Meetings, Events, Groups and Calls

Meetings
While you are creating the meeting - at the bottom of your fields you will see a check box that labelled Reminder. If you click in it a menu will appear giving you choices regarding the type of reminder you want to send. Set the type, time and who it must go to, and enter your text im the block below. When you Save the meeting - the reminder will be saved as well. You can always create more than one reminder per meeting - just edit the meeting and follow the above steps again.

NB - Please note that sms reminders count as normal sms' and your company will be charged for them as normal sms'.

Events and Groups
To add a schedule to an event or group is a little more complicated, as you could want it to be a thank you email with images and a profile or something similar. You first have to create a template. Hover over the "More>" link at the top left of your screen and then click on "Templates". To create a new template you click on the New Template Dropdown - and choose either an sms or email template - whichever you want to send. If you have the email or sms as a draft - look for the draft on the list and click on the subject - it will put the mailer into the template screen for you to complete.

SMS: Give your sms a Name, so you can identify it easily off the list (ie: 7 July Dinner reminder) and type in your message. Remember that you can personalise these sms' as well by incorporating data fields into the message - a list of available fields appears beneath the message field. Once you are done - click on Save at the top of your screen.

Email: Give your email a Name so you can identify it easily off the list, type in the subject, from name and email and reply to name and email. You are basically creating a normal email - just sending it off at a predetermined time. Then create your mail. This is a normal mail, so you can put in colours and images, exactly as you would a normal email, in exactly the same editor. You can also choose to send the mail with embedded images by ticking the "Embed" checkbox. Once you are finished with your mail, save it. As with any mail - you need to send a test mail to yourself to check that all is in order, and as you want it - so go to your normal compose mail screen, click on drafts, and find the mail - then send it to yourself and check it. Any changes you need to make, go to the templates link again and go into your template.

Adding your template to the event or group.
Go to the Group or Event (search for it under Groups or Calendar on the left hand control panel). Click on the Add Schedule button, set the time and date you want the message to be sent by the system, and search for the name of the template you created. When you have the template on the screen - click on the Add button, and the template is now scheduled to be sent to the group / event delegates at the time you set.

Calls
A call reminder can be added to either a new or an existing call (the default setting for a new call is that an email reminder is sent on time). Next to the Reminder checkbox (which appears under the Duration dropdown) you can choose between SMS or Email Reminder as well as set when you would like the reminder to be sent. Please note that this is a plain text sms or email that is only sent to the originator or the owner of the call. (If you don't want any reminder to be sent, untick the Reminder checkbox.)

NB - Please note that scheduled sms' and reminder sms' count as normal sms' and your company will be charged for them as normal sms'.

If you do not see the Reminder checkbox, or the Add Schedule button and need to be able to use this function - please have your Team leader or System Administrator mail us and let us know, so that the function can be switched on.