Team whereabouts Team holidays Work planning Desk booking Parking booking Meeting room booking Visitor booking Schengen tracking
Pricing About us Get in Touch Support Case studies Solutions Blog
Log In

Support/Whereabouts/Whereabouts email reminders

Whereabouts email reminders

A weekly nudge for anyone who hasn't planned next week.

Team Today emails people who haven't set their whereabouts for the coming week, so everyone can see who will be where. The email has the subject "Set your whereabouts in Team Today for next week", comes from noreply@mailer.team-today.com and links straight to the whereabouts page.

When reminders are sent

  • Reminders go out on Thursday and cover the following week, Monday to Sunday.
  • Team Today checks again on Friday and Saturday in case anyone's week has become empty since Thursday, but nobody gets more than one automatic reminder a week.
  • Email reminders run on UK time. You can't change the day or time they are sent. If you use the Microsoft Teams app you can choose the day and time for Teams reminders instead (see Reminders in Microsoft Teams below).

Who gets a reminder

Someone gets the weekly email when all of these are true:

  1. They haven't set any of next week. Once a person has set their whereabouts for even one day next week, they won't get a reminder that week, even if other days are still blank. Days filled in by a repeat schedule count as set.
  2. Reminders are switched on for them. Your company setting allows reminders and their own Email reminder switch is on. Both are explained below.
  3. Their account is active and their email address is confirmed. People who were added but have never accepted their invite, and people whose access has been removed, aren't emailed.
  4. Your company is on a paid plan or a free trial. Companies on the free plan don't get automatic reminders, although admins can still send one by hand.
  5. They haven't been sent a reminder in the last 5 days. This includes reminders sent by an admin, so someone reminded on Monday won't get the automatic email that Thursday.

Weeks with a company holiday

If you use company wide or office holidays, Team Today adds them to everyone's whereabouts in advance. A company holiday counts as a day that is already set, so in a week that contains one, people won't get the automatic reminder even if they haven't set the other days. If you want to nudge people in a bank holiday week, send reminders by hand from the Unknown whereabouts report.

Choosing how reminders work for your company

Company Admins choose this in Settings > Company Settings > General, under Email reminders to complete whereabouts. There are three options:

  • Reminders sent to all users weekly if incomplete. Everyone who meets the rules above gets a reminder.
  • Allow individuals to control their own reminders. Each person decides with the Email reminder switch in their personal preferences.
  • Don't send any reminders. No automatic reminders are sent. Admins can still send one by hand.

Whichever option you choose, anyone who has switched off their own Email reminder, or used the unsubscribe link in a reminder email, won't receive automatic reminders.

Automatic reminders are only sent on paid plans and during a free trial, so on the free plan this setting has no effect.

Turning your own reminder on or off

  1. Open Personal preferences. You'll find it on the right hand side of the Team View.
  2. Use the Email reminder switch to turn the weekly reminder on or off.

Reminders are switched on for new users. Every reminder email also has an unsubscribe link at the bottom, which switches the setting off for you. You can turn it back on from Personal preferences at any time.

If your company adds users through SCIM and has turned off the welcome email for newly provisioned users, those users start with their Email reminder switched off.

Sending a reminder by hand

Admins can remind people at any point in the week from the Unknown whereabouts report:

  1. Go to Settings > Reporting > Unknown whereabouts.
  2. Pick the week you want to check. The report lists everyone who hasn't set their whereabouts for it.
  3. Tap Send reminder next to a person. The report shows how many days ago they were last reminded.

Company Admins, Office Admins and Department Admins can remind anyone in the company. Team Admins can remind people in their own team.

A few things to know about reminders sent by hand:

  • They are sent even if the person has switched off their weekly Email reminder, and even if your company has chosen Don't send any reminders.
  • The email names you as the sender and links to the week you chose.
  • They are only sent to people whose email address is confirmed. The report marks anyone who hasn't confirmed theirs.
  • If the person was sent a reminder today or yesterday, another one isn't sent.

Reminders in Microsoft Teams

If you use the Microsoft Teams app, Company Admins can also send the weekly reminder as a Teams message. Go to Settings > Company Settings > Notifications and, under Whereabouts reminder settings, choose the day, hour and time zone, then turn it on. Teams reminders go to people who have Teams notifications enabled. They are separate from email reminders and don't change who gets an email.

Not getting reminders?

  • Check your Email reminder switch in Personal preferences is on.
  • Check whether you've already set a day next week, whether a repeat schedule has filled it in, or whether next week has a company holiday.
  • Ask your Company Admin which plan and reminder option your company uses.
  • Look in your junk or spam folder for mail from noreply@mailer.team-today.com, and add it to your safe senders.

If you're still not getting reminders, contact support@team-today.com.