Reminders

Reminders exist so nobody has to chase timesheets by hand. You declare when time is due and how complete a day has to count as filled in, and Temponia emails whoever is behind.

The whole feature sits behind the reminders module. Turn it on under Modules and a Reminders tab appears in company settings, alongside Non-working days.

Setting the deadline

Four fields, in order.

Timesheets are due takes Daily, Weekly or Monthly. This is the period being judged.

When is the deadline inside that period, and its options change with the period above:

• Daily: same day at 17:00, 18:00 or 19:00, or next day at 09:00, 10:00, 11:00 or 12:00, written in your time format.
• Weekly: Same week on friday, Same week on saturday, Same week on sunday, or Next week on monday through Next week on thursday.
• Monthly: Last day of current month, or the first through the seventh day of next month.

Mark day as incomplete when logged hours are less than takes a percentage between 50 and 100 and starts at 80. A day below that share of its expected hours counts as incomplete.

E-mail reminders decides what goes out:

• Disabled
• Send reminders with overview of expected vs logged time
• Send reminders without overview of logged hours

When they actually go out

A background check runs every half hour and sends once the configured moment has passed in your company time zone.

• Daily deadlines fire at the hour you picked.
• Weekly deadlines in the same week fire at 21:00; the next-week options fire at 09:00.
• Monthly, Last day of current month fires at 21:00 and the day-of-next-month options at 09:00.

Each person is reminded at most once per deadline, so a half-hourly check does not mean half-hourly mail.

Who receives one

Only active users, and which of them depends on the option you chose.

• With Send reminders with overview of expected vs logged time, Temponia works out completeness for every active user over the period and mails only those below your threshold. The mail sets out expected against logged hours.
• With Send reminders without overview of logged hours, every active user gets a short nudge with no figures, whether or not they are behind.

Expected hours come from non-working days and holidays: the working week, company closures and individual absences all reduce what someone is expected to have logged. For a weekly period the target is the person's full Weekly total hours rather than a sum of daily figures.

What people see without any email

Even with E-mail reminders on Disabled, the deadline still drives the two completeness widgets on a user's dashboard. They compare logged against expected hours for the current and the previous period, colour themselves according to your threshold, and link through to a per-day breakdown.

The running timer reminder

Separate from all of the above and not configurable: when a timer has been running for more than eight hours, its owner gets one email about it. It is sent once per timer, so a forgotten timer does not turn into a stream of mail.

Approval reminders

The approval workflow has its own reminders, configured on the Approvals tab rather than here. Send reminder emails covers both directions:

• people who still owe a submission are reminded about periods that have ended and are past the Submission due grace days
• reviewers are reminded about submissions that have been waiting more than 24 hours

Nothing goes out before 09:00 in your company time zone, and each person hears about a given item at most once a day. See submitting your timesheet.

If nothing arrives

Work down this list:

• the reminders module is off, so there is no tab and nothing is sent
• E-mail reminders is set to Disabled
• the deadline has not passed yet in the company time zone, which is not necessarily your own
• with the overview option, the person is at or above your completeness threshold
• the person is inactive; inactive users are never mailed