Flex Office: schedule reminders

Reminders prompt employees to complete their schedule. They only target people whose schedule is incomplete. The Schedule reminders window lists these people and the reminders they have received, and lets you send reminders manually.

Before you start #

• The Reminders button in the calendar only exists with the permission to view who is expected on site (by name). The list is limited to the people your role can see.
• Remind, Exclude, Reinstate also require the permission to chase incomplete schedules, at Execute level. Without it, you can read but not act.
• The Template tab only exists if you can open the email templates. The Configuration tab only exists if you can open the email templates or the module’s general settings; it only shows the blocks whose page you can open.

Permissions in the role matrix #

• “Flex Office module — Access”, Access level: the module.
• “View who is expected on site (by name, limited to the role’s target population)”, Access level: the Reminders button, the window and its lists.
• “Chase incomplete schedules”, Execute level: Remind, Remind all, Exclude and Reinstate, for the people in your population.
• “Email templates”, Access level: the Template tab and the Follow-up reminders and escalation block.
• “Flex Office general settings”, Access level: the Frequency and sending times block.

What this window is for #

“People whose schedule is incomplete, and the reminders they received.” It has up to five tabs:

• Dashboard: the counters for the period and the list of incomplete schedules, with Remind, Remind all and Exclude;
• History: all reminders, with their filters;
• Exclusions: the people excluded from reminders, with Reinstate;
• Template: the text of the message;
• Configuration: the frequency, the times and the follow-up reminders.

Step by step #

Open the reminders #

1. In the calendar, click Reminders. Or, from the dashboard, click Open reminders.
2. The window opens on the following week, the one targeted by the weekly reminder.
3. Choose Week or Day, and navigate with the arrows. This week (or Today) returns to the current period. In Day view, the window opens on the next working day, the one targeted by the daily reminder.

Read the dashboard and send reminders #

1. Read the counters: To remind, Reminded, Completed, Overdue, Excluded, and the Completion rate.
2. Under Incomplete schedules, each person shows their missing days (“Missing: …”) and the reminders already received.
3. Click Remind for one person, or Remind all. The summary says who was not reminded and why (“Not reminded: …”), for example “already reminded today” or “schedule already complete”.

Exclude or reinstate a person #

1. In the list, click Exclude. Choose the reason: Off site, On assignment or Other.
2. Click Confirm exclusion. The person is excluded from reminders until they are reinstated.
3. To reinstate them, open the Exclusions tab and click Reinstate.

View the history #

1. Open the History tab.
2. Filter by Person, Status, Origin and period (From, To).
3. Each line gives the person, the period, the status, the origin (Scheduled or Manual), the number of reminders, the last reminder, its author (By, or “Scheduled send”) and the escalation.

Set the message and the sending #

• Template: the reminder message is a single email template, “Work location update”, also used by the bell. Its text is set in each language. Open the template leads to the email templates page (Settings › Manage Illizeo › Emails). Variables: {{prenom}}, {{periode}}, {{jours_manquants}}, {{date_limite}}, {{lien}}.
• Configuration:
  • Frequency and sending times: weekly or daily, the day and the time, and for the daily reminder the number of working days ahead; Open the general settings (see General settings);
  • Follow-up reminders and escalation: interval, number of reminders and escalation to the manager; Set the template’s reminders. This “Reminder” block of the template stays inactive until you enable it.

Good to know #

• Complete schedule. A working day is covered by a booking of any type (office, remote work, business travel) for the morning and the afternoon, an approved absence, a public holiday, a site closure, or a day outside the contract. A partial schedule receives a reminder, with its missing days.
• Who receives them. Active employees who declare their workplace, are not excluded, and have at least one uncovered working day. Nobody else receives anything.
• When. The weekly reminder is sent on the set day and time (Friday at 16:00 by default), for the following week. The daily reminder is sent at the set time, the chosen number of working days before the day to fill in (the previous working day by default). The time is that of each person’s home site.
• One manual reminder per day. The same person can only be reminded manually once a day.
• Reminders stop as soon as the schedule is complete.
• Statuses. Sent, Read (the notification was opened in the bell; email opening is not tracked), Overdue (the period has started), Ignored (the period is over), Completed, Excluded.
• Preferences. Everyone can set the “Schedule reminders” family in their notification preferences. See Notifications.
• Retention. The named history is kept for 24 months by default, then purged; only anonymous counts remain.
• Home page and dashboard. The “My week at the office” tile shows the “Incomplete schedule” marker according to the same rule; the Schedule completion card and the Reminders block of the dashboard read the same schedules, for the current week.

See also #

• Flex Office calendar
• Dashboard
• General settings
• Notifications
• Flex Office: module overview