Reminder emails can automatically go out to specific user groups, such as Department Heads

Description

The system can be configured to remind users of tasks that are upcoming, due, or past due. This is intended to relieve the management team of tracking these tasks when dealing with a large group of planning or close collaborators.

Example Use Case

Scenario: A business plans their budget in conjunction with 20 department heads around the country. Deadlines are strictly maintained to ensure budget timelines are met. However, Department Heads often miss due to the confusing nature of the existing Excel solution.

Solution: Configuring budgeting software to automatically send reminder emails to the Department Heads alerting them of impending deadlines or vital updates. These reminder emails bring important information to the forefront, ensuring that necessary actions are taken in a timely manner.

Considerations

This feature can be incredibly useful when herding proverbial cats in a business with competing priorities. In this case, it needs to be in conjunction with a task management system that manages due dates and shows responsible parties. Ideally the system can be configured to send email at certain intervals much like reminders on meetings (day before, 15 minutes before, when due) and should not be blasting out emails constantly. The more email you send, the less likely department heads are to read them in their entirety.

The system should also be able to send email to users for other reasons. See the requirements listing for more information under “Collaboration”.

Questions to Ask a Vendor

• Customization Capabilities: How much control do users have over the customization of reminder emails within your system?
• Grouping Feature: Can reminder emails be set up to automatically go out to specific user groups?
• Timing and Frequency Control: How is the frequency and timing of reminder emails controlled within your system?