---
title: "Flex Office: schedule reminders"
description: 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.
url: "https://illizeo.com/en/centre-aide/flex-office-schedule-reminders/"
updated: "2026-11-01"
category: FlexOffice
---

# 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](https://illizeo.com/en/centre-aide/flex-office-calendar/), click **Reminders**. Or, from the [dashboard](https://illizeo.com/en/centre-aide/flex-office-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”.

![Screenshot — The reminders dashboard: counters and incomplete schedules](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-schedule-reminders-01.en_.png?resize=800%2C500&quality=80&ssl=1)
The reminders dashboard: counters and incomplete schedules.

### 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.

![Screenshot — The reminders History tab](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-schedule-reminders-02.en_.png?resize=800%2C500&quality=80&ssl=1)
The reminders History tab.

### 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](https://illizeo.com/en/centre-aide/flex-office-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.

![Screenshot — The Template tab of the Schedule reminders window](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-schedule-reminders-03.en_.png?resize=800%2C500&quality=80&ssl=1)
The Template tab of the Schedule reminders window.

## 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](https://illizeo.com/en/centre-aide/flex-office-notifications-and-emails/).
- **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](https://illizeo.com/en/centre-aide/flex-office-dashboard/) read the same schedules, for the current week.

## See also

- [Flex Office calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/)
- [Dashboard](https://illizeo.com/en/centre-aide/flex-office-dashboard/)
- [General settings](https://illizeo.com/en/centre-aide/flex-office-general-settings/)
- [Notifications](https://illizeo.com/en/centre-aide/flex-office-notifications-and-emails/)
- [Flex Office: module overview](https://illizeo.com/en/centre-aide/flex-office-overview/)

### *Similaire*