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13 April 2017, 06:54

Sending Alerts and Reminders From Your Schedule as SMS Messages


Our online service has the ability to send SMS alerts and reminders to the tagged people, clients and resource owners in your events. You can already enter the primary contact email address for your resources to receive alerts and reminders by email, but you can also add their telephone number to send SMS messages too.

Sending SMS messages has a small per message cost, so we allow you to choose any provider that offers the email to SMS service that you prefer to use. Just signup with your preferred supplier and start sending SMS messages.

Here are a list of a few popular SMS providers we are working with and they also give you some free SMS credits for you to use:

  • https://www.clicksend.com/gb/ (see special offer)

  • http://www.burstsms.co.uk/

  • https://www.textmagic.com/


  • If you need any help with the setup please contact us.




    Setup Your Account to Send SMS


    Once you have your account setup there are just a few steps. For these examples we will assume you have chosen ClickSend as your SMS provider...

    1 , Edit your resources and add their telephone number in their Email contact details box as an email address. The email address you need to enter will be their telephone number followed by @sms.clicksend.com



    E.g. for a person with the number 447654XXXXXX you would enter, 447654XXXXXX@sms.clicksend.com as one of their email addresses. Separate multiple addresses with a comma.

    Whilst editing the resource you can choose the type of activities that would trigger an email or SMS to be sent, like only for reminders, or changes to an event. You can edit your tags and resources here.

    2, Add the approved email address you have used at ClickSend (or other provider) into your Schedule It account so we can be a trusted sender to your SMS account. You can do that here or manually from the Account menu (top right), choose Account Settings > Other, then in the SMS address box enter the email address that you used at ClickSend.






    Recommended Settings


    If you are using ClickSend then choose the 4th option ('Get message from the email body including full email chain') in your ClickSend settings. If you are logged into ClickSend you can do that here.

    For extra security, we would recommend adding a new email address to your ClickSend account that is random and impossible to guess, then use this in step 2 above. If you are logged into ClickSend you can do that here.



    Advanced SMS Options


    Editing the SMS Template

    The information sent in an SMS message can be customized to include any text you type and can include any data from the event like the title, dates and other fields. You can edit the SMS template here.

    Selective Sending of Alerts

    Rather then send alerts for every event for a specific resource, it is possible to be selective about which events will send email or SMS alerts. You can do this by tagging those events with a resource/word only used when alerts are needed. We will assume you already have a resource called Fred in your schedule. Create a new resource group called SMS Alerts. Inside this group add a new resource called 'SMS Fred' with the Email/SMS address 447654XXXXXX@sms.clicksend.com (example only) and enable the alerts needed under the Sharing tab.

    If you now add an event to Fred in his normal schedule no alerts will be sent, or just the ones you allow in Freds Sharing settings. Add a second event to Freds schedule but this time add the tag 'SMS Fred'. As this is the only event linked to 'SMS Fred' only this event will trigger SMS messages to be sent.

    You can expand on this by adding tags for other staff, or points of contact, that need alerts for specific events.




    ClickSend Offer

    Register an account with ClickSend via this link: http://clicksend.com/?u=11852
    Upon sign up you will receive £1 free trial credit, plus claim a £10 bonus by emailing martyn@clicksend.com quoting offer code SCHEDULEIT10. One bonus per company. With ClickSend not only will Schedule IT integrate, but you can also send SMS, Letters, Emails, Fax and Leaflets from their advanced dashboard, complete with 247 customer support.





    (text, txt, sms, mms, phone, message)
    27 April 2022, 07:55
    Settings the order of the resources and tags

    16 January 2018, 15:39
    Reports are simple documents where you can control the layout/look of any data which is reported on. You use Filters to control the data in your reports, and the report is just how the data layout. Tags are inserted into the report, which are replaced with real data once the report is run, and all the available tags you can insert are shown at the bottom of the report editor when you are editing a report. You can edit reports from your Account Settings page, then press Edit Reports.

    Reports can be complex and include a large a number of events or just a simple worksheet form with information taken from a single event. Below is an example of a list of events with some summery information.





    Editing Reports



    It is recommended you start with a sample that closely matches the layout you need then it can be copied and modified to fit your needs, rather than starting from an empty page and building the report from new.


    Report Sections


    You can style the page as you need but the data is built on 2 main sections and the tags are only used in these sections:

    1, The ResourceLoop section can only be included once per report and will be repeated for each Resource being reported on, or selected in your Resource filter. Tags in this section generally start with SI-R (a Schedule it resource). Reports can just include this section if no event data is need, for example this report will create list of resources with their name and email address. This is a Resource Only report.

    {{ResourceLoop}}
    {{SI-R-Name}}, {{SI-R-EmailAdd}}
    {{ResourceLoopEnd}}


    2, The EventLoop section can only be included once per report and will be repeated for each Event being reported on, or selected in your Event filter. Tags in this section generally start with SI-E (a Schedule it event). Reports can just include this section if no resource data is need, for example this report will create a list of events with their title and start date. This is an Events Only report.

    {{EventLoop}}
    {{SI-E-Title}}, {{SI-E-DateStart}}
    {{EventLoopEnd}}



    It is possible to join these 2 main section and have a report that list resources with some details, and includes the events for that resource. In this example the report will have a section for each resource and under the resource name will be a list of all events tagged to that resource, below the list of a events will be a total of all the events hours. This is a Resource and Event report.


    {{ResourceLoop}}
    {{SI-R-Name}}
    {{EventLoop}}
    {{SI-E-Title}}, {{SI-E-DateStart}}
    {{EventLoopEnd}}
    SI-R-TotalResourceHours}}
    {{ResourceLoopEnd}}




    Report Editing

    Our editor allows you to change the style and layout of your report templates just like a standard text document. To add extra data fields, set your cursor position where you want to add it, then pick from the list of available data fields shown at the bottom of the editor, then press Insert to insert the select data tag at your cursor position.

    All Resource tags must be in-between the text {{SI-Resourceloop}} and {{SI-ResourceloopEnd}}. All Event tags must be in-between the text {{SI-Eventloop}} and {{SI-EventloopEnd}}.







    Report Filters


    When running any report the filter you have applied in your current view will be used. If you Save a filter, you can also have this automatically selected when you run the report. For example you could have a filter that only shows Holiday events for 2019 and a report layout with just the information needed for your Holiday reporting, selecting this Holiday report will auto select the Holiday filter. This allows you to fully customize the data shown in each report down to a subset of resources and events.

    To save a filter, choose Search/Filter from the Schedule menu, set your filter criteria, and press Save. The name you give your Filter can then be selected in the report editor for any report.





    Report Tags



    It is best to use the Report Editor to insert the correct report tags, but they be typed manually if you are aware of the data you need. Only a small subset of these tags are available in email and other custom templates.

    Global Fields
    {{SI-ReportDateStart}} = Report Date Range Start (yyyy-mm-dd)
    {{SI-ReportDateStartYYYY}} = Report Date Range Start Year (yyyy)
    {{SI-ReportDateStartMM}} = Report Date Range Start Month (mm)
    {{SI-ReportDateStartDD}} = Report Date Range Start Date (dd)
    {{SI-ReportDateEnd}} = Report Date Range End (yyyy-mm-dd)
    {{SI-ReportDateEndYYYY}} = Report Date Range End Year (yyyy)
    {{SI-ReportDateEndMM}} = Report Date Range End Month (mm)
    {{SI-ReportDateEndDD}} = Report Date Range End Date (dd)
    {{SI-ReportDays}} = Report Date Range in Days
    {{SI-CurrentDateTime}} = Date and Time when Report Created

    Resources Fields (Place inside the Resource Loop Section)
    {{SI-R-Name}} = Full Name
    {{SI-R-EmailAdd}} = Email Address
    {{SI-R-PicImage}} = Photo
    {{SI-R-Groups}} = Group IDs
    {{SI-R-GroupNames}} = Group Names
    {{SI-R-Data1}} = Data Field 1 (first field from Resources Details tab)
    {{SI-R-Data2}} = Data Field 2 (second field from Resources Details tab)
    {{SI-R-Data3}} = Data Field 3 (third field from Resources Details tab)
    {{SI-R-Data4}} = Data Field 4
    {{SI-R-Data5}} = Data Field 5
    {{SI-R-Data6}} = Data Field 6
    {{SI-R-Data7}} = Data Field 7
    {{SI-R-Data8}} = Data Field 8
    {{SI-R-Data9}} = Data Field 9
    {{SI-R-Data10}} = Data Field 10 (Notes)
    {{SI-R-ColorText}} = Color Text
    {{SI-R-ColorBack}} = Color Background
    {{SI-R-Location}} = Location (Location field from Resources Details tab)
    {{SI-R-Price}} = Price/Cost
    {{SI-R-PriceType}} = Price/Cost Type
    {{SI-R-SkillsAllNames}} = List of Labels/Skills for the resource
    {{SI-R-AvailableWorkingHours}} = Total Resource Working Hours Available
    {{SI-R-AllAvailableHours}} = Total Resource Hours Available
    {{SI-R-TotalResourceEvents}} = Total Resource Events Count
    {{SI-R-TotalResourceDays}} = Total Resource Days Booked
    {{SI-R-TotalResourceHours}} = Total Resource Hours Booked
    {{SI-R-TotalResourceCosts}} = Total Event Costs Per Resource
    {{SI-R-TotalResourceAutoCosts}} = Total Resource Costs Per Resource

    Events Fields (Place inside the Event Loop Section)
    {{SI-E-ID}} = Event ID
    {{SI-E-DateStartEnd}} = Start & End Date & Time (text)
    {{SI-E-DateStart}} = Start Date & Time (text)
    {{SI-E-DateStartISO2}} = Start Date & Time (ISO yyyy-mm-ddThh:mmZ)
    {{SI-E-DateStartISO}} = Start Date & Time (SQL yyyy-mm-dd hh:mm)
    {{SI-E-ShortDateStart}} = Start Date (text)
    {{SI-E-DateStartYYYY}} = Start Date (yyyy)
    {{SI-E-DateStartMM}} = Start Date (mm)
    {{SI-E-DateStartDD}} = Start Date (dd)
    {{SI-E-DateStartWeekNum}} = Start Date Week Number (US)
    {{SI-E-DateStartWeekNumISO}} = Start Date Week Number (ISO 8601, UK)
    {{SI-E-ShortTimeStart}} = Start Time (hh:mm)
    {{SI-E-DateStartHH}} = Start Hours (hh)
    {{SI-E-DateStartII}} = Start Minutes (mm)
    {{SI-E-DateStartWD}} = Start Weekday Name
    {{SI-E-DateEnd}} = End Date & Time (text)
    {{SI-E-LastWorkEnd}} = End Date & Time of last working minute (text)
    {{SI-E-DateEndISO2}} = End Date & Time (ISO yyyy-mm-ddThh:mm00Z)
    {{SI-E-DateEndISO}} = End Date & Time (SQL yyyy-mm-dd hh:mm)
    {{SI-E-ShortDateEnd}} = End Date (text)
    {{SI-E-ShortLastWorkEnd}} = End Date of last working minute (text)
    {{SI-E-DateEndYYYY}} = End Date (yyyy)
    {{SI-E-DateEndMM}} = End Date (mm)
    {{SI-E-DateEndDD}} = End Date (dd)
    {{SI-E-ShortTimeEnd}} = End Time (hh:mm)
    {{SI-E-DateEndHH}} = End Hours (hh)
    {{SI-E-DateEndII}} = End Minutes (mm)
    {{SI-E-DateEndWD}} = End Weekday Name
    {{SI-E-DurationM}} = Duration in Minutes
    {{SI-E-DurationH}} = Duration in Hours
    {{SI-E-DurationD}} = Duration in Days (hours/24)
    {{SI-E-DaysAffected}} = Number of days affected
    {{SI-E-DateAdded}} = Date Added to Database
    {{SI-E-DateModified}} = Date Last Modified in Database
    {{SI-E-Title}} = Title
    {{SI-E-Notes}} = Notes (simple text - multi line)
    {{SI-E-SingleNotes}} = Notes (simple text - Single Line)
    {{SI-E-FormattedNotes}} = Notes (with formatting)
    {{SI-E-LocationName}} = Location Name
    {{SI-E-LocationAddress}} = Location Address
    {{SI-E-EmailAdd}} = Email Address
    {{SI-E-Completed}} = Complete
    {{SI-E-Priority}} = Priority
    {{SI-E-ColorText}} = Color Text
    {{SI-E-ColorBack}} = Color Background
    {{SI-E-Series}} = Series ID
    {{SI-E-ParentID}} = Parent ID
    {{SI-E-Price}} = Price/Costs from an Events Finance Section
    {{SI-E-AutoPrice}} = Price/Costs from Resource Price/Price Type Settings
    {{SI-E-OwnersNamesALL}} = Names of all Tagged Resources
    {{SI-E-NamesIn-????-Group}} = Names of all Tagged Resources from a specific Group (change ???? for group ID NUMBER)
    {{SI-E-OwnersCount}} = Count all Tagged Resources
    {{SI-E-CountIn-????-Group}} = Count all Tagged Resources from a specific Group (change ???? for group ID NUMBER)
    {{SI-ResLoop}} {{SI-Show(????)}} {{SI-R-Name}}, {{SI-R-Data1}}, {{SI-R-Data2}}... Invited State = {{SI-R-EventState}} {{SI-ResLoopEnd}} = Show Extra Resource Section with Details (change ???? for group or resource ID NUMBER)
    {{SI-E-Custom1}} = Custom 1 (multi line)
    {{SI-E-Custom2}} = Custom 2
    {{SI-E-Custom3}} = Custom 3
    {{SI-E-Custom4}} = Custom 4
    {{SI-E-Custom5}} = Custom 5
    {{SI-E-Custom6}} = Custom 6
    {{SI-E-Custom7}} = Custom 7
    {{SI-E-Custom8}} = Custom 8
    {{SI-E-Custom9}} = Custom 9
    {{SI-E-SingleCustom1}} = Custom 1 (as a single line)
    {{SI-E-SingleCustom2}} = Custom 2
    {{SI-E-SingleCustom3}} = Custom 3
    {{SI-E-SingleCustom4}} = Custom 4
    {{SI-E-SingleCustom5}} = Custom 5
    {{SI-E-SingleCustom6}} = Custom 6
    {{SI-E-SingleCustom7}} = Custom 7
    {{SI-E-SingleCustom8}} = Custom 8
    {{SI-E-SingleCustom9}} = Custom 9
    {{SI-E-Signature}} = Signature Data
    {{SI-E-SplitResourceName}} = Group Name (in Split/Normalized Reports Only)
    {{SI-E-SplitGroupNames}} = Resource Name (in Split/Normalized Reports Only)
    {{SI-E-ResPending}} = Number of resources marked as Pending
    {{SI-E-ResAccepted}} = Number of resources marked as Accepted
    {{SI-E-ResDeclined}} = Number of resources marked as Declined
    {{SI-E-ResAttended}} = Number of resources marked as Attended
    {{SI-E-ResAbsent}} = Number of resources marked as Absent
    {{SI-E-FinanceLoop}} Date = {{SI-F-Date}}, Item = {{SI-F-Description}}, Amount = {{SI-F-Amount}}
    {{SI-E-FinanceLoopEnd}} = Finance Section with Items (all finance fields)
    {{SI-E-F-Date}} = Finance Item Date
    {{SI-E-F-Description}} = Finance Item Description
    {{SI-E-F-Amount}} = Finance Item Amount
    {{SI-E-OwnersNamesRAW}} = Meta data of all Tagged Resources

    Report Summary Fields (Place at the report end)
    {{SI-TotalReportEvents}} = Total Number of Events
    {{SI-TotalReportResources}} = Total Number of Resources
    {{SI-TotalReportDays}} = Total Number of Days from All Events
    {{SI-TotalReportHours}} = Total Number of Hours from All Events
    {{SI-TotalReportResourceAllHours}} = Total Number of All Hours Available from Resources
    {{SI-TotalReportResourceAvailableHours}} = Total Number of Working Hours Available from Resources
    {{SI-TotalReportEventCosts}} = Total Costs from All Events
    {{SI-TotalReportResourceCosts}} = Total Costs from All Resources





    Report Formulas


    Whilst there are a number of built-in tags to give total hours, number of resources tagged etc, you can include mathematical formulas of your own to calculate values based on your report data. Once the report is created and all tags replaced with your data, then any calculations are run.

    Some examples:

    To get the events percent completed value as a fraction of 100 rather then a whole percentage you divide the events percentage value by 100. This is the tag to use:

    SI-Calc{{{SI-E-Completed}} / 100}

    To get the events price in pence/cents you can multiple the price by 100. This is the tag to use:

    SI-Calc{{{SI-E-Price}} * 100}

    Whole numbers only... (Other math functions round, floor, ceil, cos, sin, tan, scrt, log, abs)

    SI-Calc{round({{SI-E-Price}})}


    If you are storing the number allowed holidays in a resources details (information box 4) you can use a report (filtered for just Holidays) and show the days remaining. It takes the number found in the resources details field 4 and minuses the total events in the report for that resource. This is the tag to use:

    SI-Calc{{{SI-R-Data4}} - {{SI-R-TotalResourceEvents}}}


    Calculate a total cost of an event based in its hours duration and any fixed cost value you want to include in your report. This is the tag to use:

    SI-Calc{{{SI-E-DurationH}} * 75.50}


    Calculate the average number of events per day based on the days being reported on:

    SI-Calc{{{SI-TotalReportEvents}}/{{SI-ReportDays}}}



    Show the rate/cost of an event based on a resource price(from a resource in group 282) and event duration:

    SI-Calc{({{SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} {{SI-ResLoopEnd}} * {{SI-E-DurationH}})curr}


    If there are multiple resources in the same group then add each price together...

    SI-Calc{({{SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} + {{SI-ResLoopEnd}} 0)curr}


    ...then add this cost to an internal store...

    SI-Calc{store-add(SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} {{SI-ResLoopEnd}} * {{SI-E-DurationH}})}

    ...then at the end of the resources events show the total, less any event costs/adjustments...

    SI-Calc{store-get+{{SI-R-TotalResourceCosts}}}

    Pull a cost from a resource and store it:

    SI-Calc{store-add({{SI-ResLoop}}{{SI-Show(12345)}} {{SI-R-Price}}{{SI-ResLoopEnd}})}

    Total Costs: SI-Calc{(store-get+{{SI-TotalReportEventCosts}})curr}


    Get stored value:

    SI-Calc{store-get}


    Clear stored value:

    SI-Calc{store-clear}


    {{SI-HideErrorWith( )}}
    {{SI-HideErrorWith(0)}}
    {{SI-OnEmptyReturn()}}


    Return difference between total booked hours and available hours only if the value is more than zero...

    SI-Function[if(({{SI-R-TotalResourceHours}}-{{SI-R-AvailableWorkingHours}})>0){({{SI-R-TotalResourceHours}}-{{SI-R-AvailableWorkingHours}})}else{0}]




    28 February 2022, 16:09
    In your Account Settings > Email page you can choose to change the default From address that our emails will use.

    To improve deliverability but still let your users know its from your company you can change the name but leave the address as our server that is sending the email. For example... Your Company Name <noreply@scheduleit.com>

    If you do change the From address including the domain you MUST set your domains SPF records otherwise email servers will just think we are pretending to be you without your permission and put our emails in your users Spam or Junk folders or just never deliver them.

    We use Mailgun and Sendinblue to send our emails. This is an example of a SPF record that will be need to be added as a TXT record in your domain.

    v=spf1 include:mailgun.org include:spf.sendinblue.com ~all

    Note: We do not sign use DKIM for our emails so this must not be enabled on your domain to guarantee reliable delivery.

    12 January 2022, 11:12
    A report is just another way to view or layout your data on screen or in a exported file. From the Views menu you can choose Run a Report which can then be printed, saved or emailed.

    There are 2 main steps to running a report:

    Step 1 - Apply a Filter (to choose the data)
    Step 2 - Select a Report (to choose the layout or export file type)


    Step 1 - Apply a Filter
    This is the most important step as it is where you choose the Events to include in the report, and what Resources to report on.

    Step 2 - Select a Report
    The report is just the layout of the data you have chosen to show based on the filter in step 1. Using the Report Editor on your Account Settings page, you can can create fully customised versions of each report, adding and removing any columns or information you need.

    There are only 2 main types of reports possible but you can create unlimited variations of these and use different filters.

  • Events Only - This lists just events. Your Event Filter is used to choose the events that are listed.

  • Resources and Their Events - This layout will create a section for each resource and only show the resources you selected in the Resource Filter from step 1. Then under each resource it will list the events tagged with that resource and that match your Event Filter from step 1.


  • Note: The standard sample reports include 'On Screen' and 'CSV' samples of these 2 reports so you view the data immediately or export to Excel and other tools for remote viewing and processing. Sample Reports 1 to 4 are for viewing on screen/printing and Sample Reports 5 to 8 are to CSV.


    This is an example of an Events Only report with various columns of data...


    2 January 2013, 11:37
    For every user in your database you can set the level of access they have. This can be read only, full access, and many levels in-between. There are no longer higher prices for full admins, part admins, planners, remote users, and read only. To simplify pricing, every user is the same price and you choose the level of access you want them to have.

    From your Account Settings > Users page you can set the access levels of users to read only and others to have add and edit access.

    You can choose any account type you need for your company based on the backup, priory support, and other features you may need. You can only have 1 account type and all licenses are purchased for that account type. It is not possible to mix licenses as priority support, backups etc must either be on or off for all users and data in your account.


    21 May 2022, 12:25
    Ultimate Guide to Increase Productivity in Your Business

    19 May 2022, 15:16
    The main structure of your data is split into 3 parts that all work together in your schedule:

    1, Groups - Groups are a simple collection of things. Your groups can contain physical things like a person or just a description of something like a status. You can have as many Groups as you need.

    2, Resources/Tags - These are your things, like your Staff, Rooms, Equipment, Statuses, etc. You put them in a Group so you can find them. For example all your people can go into the Staff group, all your rooms go into the Rooms group.

    3, Events - Events are just a block of time where you bring multiple things together. For example on the 01-01-2025 I need John, in the Conference room, with a Laptop, for a Meeting with Customer A. Your things (resources/tags) are John from the Staff group, Conference Room from the Rooms group, Laptop from the Equipment group, Meeting for the Status group, and Customer A from your Customers group.

    19 May 2022, 15:15
    Simple database structure of Groups, Resources/Tags and Events

    18 May 2022, 16:08
    See our security, encryption methods and privacy policy... https://www.scheduleit.com/privacy-policy.htm

    18 May 2022, 16:07
    See our security, encryption methods and privacy policy

    25 May 2018, 13:33
    Be more efficient and save a lot of time. Using shortcuts makes you more efficient at doing certain tasks because you're not unnecessarily reaching for a mouse all the time. Once you learn some key combinations, you'll definitely notice a boost to productivity.

    Press ? whilst in your schedule to see more.


    Changing the Schedule View

    v then t = Timeline View
    v then m = Month View
    v then w = Week View
    v then d = Day View
    v then l = List View

    Navigating your Schedule

    g then t = Go to Today
    g then n = Go to Next Dates
    g then p = Go to Previous Dates
    g then month = Go to month number (01 to 12)
    g then year = Go to year (2010 to 2050)

    Actions

    n then e = Add a New Event
    n then t = Add a new task
    n then f = Open Filter
    / = Focus Quick Search Box
    ? = Show Shortcut Keys Help
    Ctrl + S = Save and close the Event
    Ctrl + C = Copy Event you are hovering over
    Ctrl + X = Cut Event you are hovering over
    Ctrl + V = Paste copied Event into the date you are hovering over
    Ctrl + Z = Undo last event changes
    Ctrl + 1 = Set Completed to 100% for the Event you are hovering over
    Ctrl + 0 = Set Completed to 0% for the Event you are hovering over
    Ctrl + D = Delete the Event you are hovering over

    Navigating the Timeline View

    v then 1 then d = View 1 Day
    v then 5 then d = View 5 Days
    v then 1 then w = View 1 week
    v then 2 then w = View 2 week
    v then 3 then w = View 3 week
    v then 1 then m = View 1 Month
    v then 2 then m = View 2 Months
    v then 3 then m = View 3 Months
    v then m = Month View
    v then w = Week View
    v then d = Day View
    v then l = List View



    25 May 2018, 13:33
    Using shortcut quick keys to speed up productivity.

    MA
    Mark
    29 April 2022, 16:04
    Hi, This is already possible in both an event and a filter. In an event press the All box above, and in the Filter just pick the Group and it will automatically select all when the filter is used.

    RO
    Royce
    29 April 2022, 14:21
    I agree



    Schedule it Ltd
    /faq/0/schedule-it-faq

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