Staff reminders are notes to your team. Use them for anything you need to remember to do, such as calling a client, chasing a missing document, or checking on an application. At the times you choose, each person you assign gets an email and a notification in AdviserAide. Clients never see staff reminders.
If Reminders is not in the left menu, your user role does not include reminders, or reminders are turned off for your organisation. Ask your administrator.

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Create a staff reminder

1

Open Reminders

Select Reminders in the left menu. The Staff Reminders tab opens first. Select Create Reminder.
Staff Reminders tab with the Reminders menu item, the Create Reminder button and a reminder tick box highlighted

Create a reminder from the Staff Reminders tab

2

Fill in the reminder

Enter:
  • Description - What needs to be done. This text is what your team sees in the email, so make it clear, for example Call the client with an update on their work visa.
  • Client - Optional. Choose the client the reminder is about.
  • Client Case - Optional. Choose the case. The email then includes a link straight to the case.
  • Due Date - Optional. The date the task needs to be done by. It is shown in the list so your team can see what is urgent.
  • Assign Users - Who should be reminded. Choose one or more people, or All Users to remind everyone in your organisation.
  • Reminder Schedule - Up to three dates and times to send the reminder. The first one is required.
Create Reminder window with the description, client and case, Assign Users and Reminder Schedule fields highlighted

Describe the task, choose who is reminded and pick up to three reminder times

3

Save the reminder

Select Save Reminder. The reminder appears under Upcoming Reminders, showing who it is assigned to and when it will be sent.

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Create a staff reminder from a case

Open the case, select the Reminders tab, select Staff Reminders, then select Create Reminder. The client and case are filled in for you, so you only need to add the description, who to remind and when.
Case Reminders tab with the Staff Reminders tab and the Create Reminder button highlighted

Create a staff reminder from inside a case

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What your team receives

At each reminder time, every assigned person receives:
  • An email with the reminder description. If the reminder is linked to a case, the email includes a View case in AdviserAide link.
  • A notification under the bell icon in the top-right corner of AdviserAide. Select it to open the reminder.
If you choose a reminder time that has already passed, no email is sent for that time.

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Mark a reminder as done

When the task is finished, tick the box at the start of the reminder’s row. The reminder moves to Completed Reminders, and any reminder emails that have not gone out yet are cancelled. To reopen a completed reminder, expand Completed Reminders and untick it. Reopening does not send the cancelled emails again, so open the reminder and set new reminder times if you still need to be reminded.

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Edit or delete a reminder

Select a reminder in the list to open it. Change any details and select Save Changes, or select Delete to remove it permanently.

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Find a reminder

Use the Filter by Client Name, Email or Phone box at the top of the page to show only the reminders for one client. Reminders for a single case are also listed on that case’s Reminders tab.

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Who can see which reminders

What you can see depends on your user role:
  • Users who can manage all reminders see every reminder in the organisation.
  • Users who can only manage their own reminders see the reminders they created and the reminders assigned to them.
Your administrator can change this from Users. See Creating a user.