Reminders and notifications

Set up reminders and notifications

Firm owners, admins, and employees with notification-settings access use Reminders & Notifications to choose notification channels and set reminder rules. If Reminders & Notifications, Team Notifications, or Reminder Settings is hidden, ask an administrator to review your access in Permissions and Visibility.

Reminders tell people about work that already exists, such as a task that’s due. If you want Assisterp to create recurring filing work on a schedule, for example a job for every HST period, see Automate HST & GST filings and How work fits together.

1. Sign in to Assisterp.
2. Select Settings from the left sidebar.
3. Select Reminders & Notifications.
4. Open Team Notifications or Reminder Settings.

Team Notifications

Use Team Notifications to choose which events notify you, and how. Despite the name, the switches you set here apply only to your own account. Each person sets their own, and nobody receives a notification type until they’ve turned it on.

The page shows category tabs. After you choose a category, the table shows Module, SubModule, Type, In App, Push, Email, and SMS. Turn the available channel switches on or off for the rows you want to change, then select Save.

In App and Push are the channels that deliver. The Email and SMS switches don’t send anything yet. Reminder emails come from the rules under Reminder Settings instead. See Notifications you receive for what each channel looks like to the person receiving it.

Some switches can be unavailable for a row. That means the channel is not available for that notification type.

Reminder Settings

Use Reminder Settings when you need Assisterp to send reminder emails around task, invoice, meeting, job, or special-event dates.

The page has five tabs:

• Tasks
• Invoice
• Meeting
• Jobs
• Special Events

Open the tab that matches the record type you want to remind people about. Special Events works differently from the other four tabs — see Special Events below.

Add a reminder rule

1. Open Settings > Reminders & Notifications > Reminder Settings.
2. Choose Tasks, Invoice, Meeting, or Jobs. For a Special Events rule, see Special Events instead — the form is different.
3. Select Add Rule.
4. Enter the Title and Description(Optional).
5. Choose the event date in Event Column. Task, meeting, and job rules can use Start Date or End Date. Invoice rules use Due Date.
6. In When to send, choose Before Deadline or After Deadline(OverDue). Invoice rules can also use On Deadline.
7. Enter the Time Amount and Time Unit. Task, meeting, and job rules can use Month, Week, Day, Hour, or Minutes. Invoice rules use Month, Week, or Day.
8. Choose the Type.
9. Choose the Email Template. See Email templates before creating reminder rules if the message content is not ready.
10. Under Send to, choose Clients, Assignees, or both.
11. To send the reminder more than once, turn on Keep reminding every <amount> <unit> until the item is completed. Enter a Repeat interval such as 7d, 2w, 1mo, or 1y, and a Number of repeats of at least 1. The first reminder is not counted in that number, so a rule set to repeat 3 times sends the first reminder and then up to 3 more, stopping early if the item is completed. The Summary line at the bottom of the window reads “repeating 3 times or until completed” when the rule is set that way.
12. Select Add.

Edit the reminder rule when timing, recipients, or the selected template need to change. Edit the email template when the message wording needs to change.

Special Events

Use Special Events to send a reminder email around a contact’s, employee’s, or contract’s date rather than a task, invoice, or meeting date.

1. Open Settings > Reminders & Notifications > Reminder Settings > Special Events.
2. Select Add Rule.
3. Enter the Title and Description(Optional).
4. Choose Select Module: Contact, Contract, or Employee.
5. The event date fills in based on the module: Date of Birth for Contact or Employee, End Date for Contract.
6. In When to send, choose Before Deadline, After Deadline(OverDue), or On Deadline. Special Events rules use Day as the only time unit.
7. Enter the Time Amount, and enter a Time of day to send the email.
8. Choose the Email Template. The template list matches the selected module — see Email templates for the Contact-email, Contract-email, and Employee-email modules.
9. Under Send to, choose Clients, Assignees, or both.
10. Select Add.