Automated Reminder Functionality in TEAMS

This article describes how to use the Automated Reminder Functionality in TEAMS , what the business rules are for it.

Problem Identified

Over the years, clients have raised a concern that TEAMS cannot send automated reminders to students for their overdue fees. The current bulk email or email merge functionality does send out overdue fee emails to students from TEAMS but that is a manual process and a user must select appropriate parameters for the system to find specific students to whom the reminder emails can be sent. However, the new change which has been introduced does not required manual intervention and the system automatically sends out automated reminder emails once it has been setup properly.

Change Introduced

A new functionality for sending automated reminders has been added in TEAMS by using which users can setup automated financial reminders to be sent out to students based on Invoice Date or Due Date.

This new setting has been added in the Organisation Details screen under TEAMS > Setup > Organisation.

The automated reminders can be setup as follows:-

Use Automated Invoice Reminder – This tick box needs to be ticked for enabling the automated invoice reminder functionality in TEAMS.

On which basis – This is a drop down option where a user can select that how the automated reminders should be sent i.e. either based on Invoice date or Invoice due date.

Use Email for Reminder – If you wish to send automated invoice reminders as emails to students, tick this tick box.

Select the users that you wish to send a warning email to when SMS auto reminders cannot be sent – You can select multiple users to whom a warning email will be sent if TEAMS cannot send SMS auto reminders due to insufficient SMS quota.

Preferred Time for Sending Reminder – This is a drop down option where a user can select that when should TEAMS send out automated reminders to students i.e. Morning, Afternoon or Evening.

After how many days First Reminder to be sent (0 – 30) – This is a numeric field where a user can enter the number of days after which first reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

After how many days Second Reminder to be sent – This is a numeric field where a user can enter the number of days after which second reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

After how many days Third Reminder to be sent – This is a numeric field where a user can enter the number of days after which third reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

Email Templates – This drop down option is present for all the three reminder options where a user can select the appropriate email templates so that the system uses those templates to send out emails from TEAMS.

For more information on How to create Email templates in TEAMS, please watch this video.

Sending User – This is the ‘FROM’ user which will be used for sending emails and SMS from TEAMS.

Sender Email – This is the ‘FROM’ email address which will be used for sending emails and SMS from TEAMS.

Following 2 filters are present on this screen by using which specific student enrolments can be searched and search results can be reduced:-

Enrolment Started After – If a user enters a date in this field, then the system will only send automated reminders to those enrolments which have an Enrolment Start date after the date entered by the user.

Campus – If a user selects a campus, then the system will only send automated reminders to those enrolments which are linked to the selected campus.

Things To Note

The system will automatically select students to whom the reminders emails are being sent. A list of such students cannot be generated from TEAMS at the moment.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!