This feature is designed for maximum efficiency, allowing you to accomplish two tasks at once:
Use it as a template for task reminders that can easily be added for standard tasks, such as plumbing.
Set up reminders and notifications for critical life safety items, such as smoke detectors or elevator inspections.
Use Case:
If a building has an elevator that needs to be inspected every six months, you can add these expiry dates during your inspections. Once set, the system will notify you when action is required. You have full control over how often you get notified and how far in advance these notifications should occur.
How to Set Up Expiry Dates and Task Reminders
Set up Email Automation
Navigate to Company Settings > Settings > Email & Templates.
Name your template and select "Task Reminder Email" from the dropdown.
Update the email content to suit your needs. You can use both dynamic fields and static content.
Add email recipients who need to receive this reminder.
Enter the number of days before the due date for notifications (e.g., type 30 and press Enter, then type 10 to add another reminder). This means reminders will be sent 30 and 10 days before the due date.
Save the template. You can create multiple email templates for different scenarios.
Set up a Task Template
Scroll up to the General Settings in the same window as Email Templates.
(Optional but recommended) Set up Task Categories, Statuses, and Custom Fields.
Select Task Template.
Click View/Edit, then click +Add New to create a new template.
Name and describe the template.
Add Task Category (if pre-set) and assign the task to someone (e.g., the creator or a specific person).
Add followers (people who need notifications).
Set the priority and allocate the email reminder you previously created.
Once set up, this template will be available for use when creating tasks.
Update Checklist Items
Go through your checklist and find the Calendar with a Date Control Type.
Select Reminder
Click the pencil to Edit and select the appropriate Task Reminder Template from the dropdown.
Once the inspection is completed and an expiry date is set, a task will be created with the correct due date and reminders.
This setup ensures that your life safety items and critical tasks are tracked and notified properly. You can relax knowing you’ll be reminded before any important deadlines.
For more information about the Task Feature, Please Click Here.
If you have any additional questions or need support, please contact the team at support@snapinspect.com.