How do I send event reminders?
You must be using HomeTrak's cloud hosted solution and have a valid texting number set up on your office to use this feature. You may need to contact HomeTrak to configure this feature and extra charges may apply to texting.
Companion allows you to configure event reminders that can be sent via SMS text message to remind people of their upcoming events, or could also be used as a reminder to clock in or out of an event with telephony.
Configuring Event Reminder Patterns
The master list of reminder messages is found in the User Defined Module, under the Scheduling sub-menu, Event Reminders tool.
| Field Name | Description |
|---|---|
| Type | Type of reminder. Reminders can be based on the Start of Event or End of Event. |
| Interval | The length of time (before or after) the event's start or end (based on the type, above) that the reminder message should be sent. |
| Event Category | Event Reminders may be configured and applied to either a task, appointment or schedule category. If no event category is specified, this reminder will be sent out for any events on the person's calendar. Note: There is only one category for Schedule, but specific Call Types can be excluded from Alerting and Reminders. To exclude a specific Call Type from sending reminders, edit the Call Type in the Agency Office Module, Call Types tool. Check the box that indicates "Exclude from Alerting and Reminders". This will prevent both Event Reminders and Telephony Alerts for schedules of this Call Type. Reminders can also be sent only for schedules with a particular status or attribute, see below. |
| Message | The message content. You may also use specific tags to dynamically include information in the reminder such as the Client's name or event category. See also Embedding Information into a Text Message for information on how to use these tags and the specific tags available. |
| Sort | A sort indicator to control the order of items in the main display list. |
| Send To | Always "Cell Phone". Event Reminder messages will be sent as SMS text messages. |
| Image | Choose an icon to represent this item in the main display. (Optional) |
| Override # | (version 6.3+) Event Reminders can be configured to send the text message to a specific cell phone number. Any Event Reminder configurations that use the Override will always send the messages to that number, regardless of any Cell Phone numbers attached to the person's profile. Example: Set up follow-up reminders using an office staff person's cell phone as the override to apply to new clients, that will inform the office staff person of ending schedules and they can contact the client to assure that their needs are properly met. Note: Remember that the Event Reminder configurations are added to the User Defined master list and are not unique to each person. |
| Schedule Status | (Schedules Only) Only send reminders for schedules that are in a particular state:
|
| Having Attribute | (Schedules Only) Only send reminders if the Schedule has a particular Attribute attached to it. |
| Not Having Attribute | (Schedules Only) Only send reminders if the Schedule does NOT have a particular Attribute attached to it. |
Adding a Reminder to a Person
Event Reminders can be added to Clients, Caregivers or Office Staff in the Relationship Management Module, using the Event Reminders tool under the Scheduling Setup dropdown on the ribbon.
Click Choose on the toolbar to bring up the pick list of Event Reminders. Select the desired reminders and add them to the caregiver and click OK.