The Reminders tool is used to set up recurring emails, app notifications or text messages to individual people or groups. The purpose of this is to remind people to fill out event forms if they haven’t already been entered for a particular day and thus ensure new data is entered.
Reminders can be sorted by name or you can filter them by Name or the Form they're monitoring.
To edit a reminder, search for and select the reminder from the list. Alternatively, hover over the reminder to reveal more options and select Edit or Delete.
Creating a reminder
Each reminder is associated with a particular event form and is sent out on a specified day or days of the week, time and time zone. Reminders can be sent via the following communication methods:
- Phone (SMS): The reminder will be sent to the mobile phone number associated with the recipient’s Teamworks AMS account.
- Push notification: The reminder will appear as a push notification if the recipient has the AMS mobile app installed.
- Email: The reminder will be sent to the email address associated with the recipient’s AMS account.
- Phone (SMS) and Email: The reminder will be sent to the email address and mobile phone number associated with the recipient’s AMS account.
- Push notification and Email: The reminder will appear as a push notification if the recipient has the Athlete app installed and will be sent to the email address associated with the recipient’s AMS account.
When setting up reminders to go out to peoples’ email addresses, take the same considerations into account as when setting up performance alerts; that is, reminders should be necessary and useful to the recipient.
This example shows a reminder to complete a Daily Wellness record every weekday. The Reminder name will be prefixed to the reminder message, so it is best to name reminders in a way that is relevant to the recipient.
The reminder is set to trigger at 9:00am in the recipients' time zone. However, we have chosen to Only remind users who have not entered data; this means that the reminder will be sent at 9:00am on weekdays if a Daily Wellness record has not yet been entered for the person on that day, but if they have already entered a record then the reminder will not be sent. This is to ensure that only relevant reminders are sent.
It is important to set the Recipient timezone correctly so that notifications are sent at an appropriate time. The default (and recommended) preference is to use the recipients' timezone; this uses the time zone of the device that the recipient last used to log into AMS and allows for the notification time to adjust accordingly if the recipient changes to a different time zone. Alternatively, a specific Greenwich Mean Time (GMT) zone may be selected.
The Delivery method selected is Push notification which means that any users with the AMS mobile app installed can receive the notification.
Unless a form is actually required to be filled in every day, consider reducing the days of the week selected for a reminder to the minimum so that people aren’t receiving an unwanted number of messages. Remember that some people may be receiving reminders for more than one form.
The Reminder message field is to fill out the message or instructions the recipient will see. If the reminder is to be sent via SMS, take the character length of an SMS into account when composing the Reminder message field contents. Anything after 160 characters will be cut off, as AMS truncates text messages to fit the protocol for SMS length. Note that this character limit may be different if you are composing the message in, for example, Arabic, Chinese, Korean or a Cyrillic alphabet language as these are encoded differently.
Choosing who to remind
After setting up the reminder, you need to indicate who should receive the reminder. This can be done by assigning Groups and/or Users to the reminder. Adding a group to the reminder will notify all athletes of the group and its subgroups. In contrast, adding individual users to the reminder will only notify those people. The latter option is more granular but may require more administrative work to manage the notifications.
Use the right sidebar to tick the groups and/or users to be added to the reminder, then use the Add selected button to confirm your selection.
To remove a notified group or user, tick the box next to their name and select the Remove button.
Regardless of which groups or users are configured to receive the reminder, people will only receive the reminder if they have a minimum of Read access to the event form.
Enterprise configurations
If your AMS site is part of an enterprise server and the appropriate sharing configurations exist, it may be possible to link or copy forms between sites. However, reminders cannot be linked or copied between sites. Be aware that creating a reminder using a linked form and applying it to users who are linked to multiple sites will cause it to trigger on each site that it’s created. Therefore, if the same reminder is configured on multiple sites, it will trigger multiple times.
Steps to create a reminder
- From the administration interface, select the Reminders tool.
- Select + New.
- In the Daily reminder tab, set the following:
- Reminder name.
- Event form that the reminder relates to.
- Which Day(s) of the week the reminder should be sent on.
- What time the reminder should be sent.
- The Recipient timezone in which to send the reminder.
- The Delivery method of the reminder.
- The message that is sent with the reminder.
- Whether to Only remind users who have not entered data. Untick this setting to send reminders to all notified users, regardless of whether or not they already completed a record that day.
- Save the reminder.
- Open the Groups tab and add groups to receive the reminder.
- Open the Users tab and add users to receive the reminder.
- Save the reminder.
- Enter the athletes or groups (or a combination) to be reminded.
- Click Save.