Deadline reminders
People are told when a task is given to them. They are reminded before its deadline, on the day, and every morning while it is late. You set how many days before.
PLANSEvery plan
The problem it solves
- Someone is given a task in a meeting and never hears about it again.
- Deadlines are noticed the day after they pass.
- Managers chase people one by one for work that is already late.
- Late tasks pile up quietly because nobody is reminded after the first miss.
How it works
- Add a person to a task, on the web, in the app, from a template or by a rule. They get Task Given to You with the project, the deadline and who gave it.
- Set Days before the deadline under Settings > Tasks. It is 1 to start with.
- Every morning a job looks at the open tasks with people on them. Those due on the set day before, and those due today, send Task Due or Late.
- A task past its deadline sends Task Due or Late every morning until it is done or cancelled.
- Each person reads the message in the app inbox and by email, and can turn a channel off for themselves.
Everything it does
Task Given to You
- Sent when people are added to a task, at once
- Only to the people added, never to the person who added them
- Says who gave the task, the project and the deadline
Task Due or Late
- Sent every morning by the job Tasks: due and late reminders
- On the set days before the deadline, on the day itself, and every day while the task is late
- Days before the deadline: 1 to start with; 0 means on the day only
- Only open tasks with a deadline and at least one person on them
- Says due on a date, or late since a date, with the project and the stage
- Set per Entity
Delivery
- In the app inbox and by email
- Sent at once, at any hour: these are work messages, so quiet hours do not hold them back
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Seeing late work
- Due notes on every card and list line: Due today, Due tomorrow, n days left, n days late
- Late and Due in 7 Days filters on the task board
- Open and late task counts on each project card
Who uses it
Team memberGets told about new tasks and is reminded before and after the deadline.
Project managerSees late tasks with the Late filter and on the project card.
Projects AdministratorSets how many days before the deadline people are reminded.
Where you use it
- Web: the inbox, and by email
- Settings > Tasks > Reminders
- Due notes in the SmartMy Projects app task list (built and in testing, not in the app stores yet)
What you control
Settings
- Days before the deadline: 1 (0: on the day only), per Entity
- Channels per person: in the app and email, both on
Notifications
- Task Given to You: to the people added to a task, except whoever added them, in the app and by email
- Task Due or Late: to the people on an open task, in the app and by email. It goes before the deadline, on the day and each morning while late
Questions
Is the project manager told when a task is late?
Not by the reminder: it goes to the people on the task. To tell the project manager or someone in a role, use an automation rule A Task Is Overdue, from Growth.Can a person stop getting reminders?
Each person can switch off a channel, such as email, in their notification settings. The reminder still arrives in the app, because it is a work message. An administrator can switch a reminder off for everyone.Can we remind three days before instead of one?
Yes. Set Days before the deadline to 3. People are then reminded three days before, on the day, and every day while it is late.Do reminders come by WhatsApp or SMS?
Not for tasks. Task reminders come in the app and by email.What if a task has nobody on it?
It gets no reminders. Use the Not Given to Anyone filter on the board to find such tasks.Related features
TASKSTasks on a board, list, calendar and pivotEvery project's work as tasks with assignees, priority, dates and tags. See them as a board by stage, a list, a calendar or a pivot. Stages are shared by every project, or a project keeps its own.TASKSTask automation rulesRules that act when a task is created, reaches a stage or goes overdue, or a timesheet week is late. They assign, set priority, tags or deadline, add a follow-up task, or tell people. Every run is logged.TIMEMissing-time reminders and Time AnalysisEvery week, people whose last week is short or not submitted are reminded in the app and by email. Time Analysis shows managers the hours by project, person, task, week, billable and status.ACROSS SMARTMY PROJECTSNotificationsSmartMy Projects tells the right person when something needs them. That can be a task given to them, a week sent back, a request to approve, a payment due, a project late in a stage. Each event has its own recipients and channels, in the app, by email, as a phone notification or on WhatsApp for clients.TASKSSubtasks, checklists, comments and filesSplit a task into subtasks with their own people and stage, add a checklist of steps, and keep comments and files on the task. A task can be closed only when its required items are ticked and its subtasks are done.
See your next project on it.
Tell us how many people keep time, how you bill your clients today (hours, fixed price, retainers) and what you use now. We will set up one of your real projects with you.