Lesson Reminders are notifications sent to users to let them know a Lesson is due to take place. Useful in cases where you want to ensure attendance of planned Lessons. A list of your Lesson Reminders can be accessed via Communications > Lesson Reminders, from where you can view/edit your current Reminders or create a new one via the Add Reminder button.
Note: Lesson Reminders are sent by email. If Outbound SMSs are enabled on your account, recipients will receive a reminder by SMS as well as by email, and each SMS is charged at your usual rate. The Communications > Lesson Reminders menu item also requires permission to edit operational data.
An example of a Lesson Reminders page.
Creating a Lesson Reminder
To create a Lesson Reminder, navigate to Communications > Lesson Reminders and select the Add Reminder button. Selecting this will open the ‘Reminders’ panel:
The ‘Reminders’ panel.
Here you can:
Specify a name for the Reminder via the ‘Name’ field.
Use the ‘Enabled’ checkbox to control whether the Reminder is sent. New Reminders are enabled by default. Unticking this pauses the Reminder without deleting it.
Apply a Label for the Reminder to apply to. This means that only Jobs with that specific Label will have that Reminder sent for them; selecting no Label means that all Jobs will have that Reminder sent for them.
Use the ‘Recipient Types’ checkboxes to specify which user type will receive the Reminder. Note that if you choose to send to Administrators, the relevant Client’s Client Manager will also receive a Reminder.
You can also choose to send to Associated Clients (by default, only a Student’s paying Client will receive the relevant Reminders).
Use the ‘Delivery time offset’ field to specify how long before the Lesson the Reminder will be sent.
Clicking Save once these fields are filled in will create the Reminder and add it to your ‘Reminders’ list. You can find a record of any Lesson Reminders being sent out either via Communications > Outbound Emails or the ‘Communications’ tab of any Lessons for which the Reminder applies (Activity > Calendar, then select the Lesson).
Frequently Asked Questions
Why didn’t one of my users receive a Lesson Reminder?
There are a few things worth checking:
Is the Reminder enabled? Check the ‘Enabled’ column under Communications > Lesson Reminders.
Is the Lesson still Planned? Reminders are only sent for Lessons with a status of Planned. See Lesson Statuses for more.
Has the user turned the notification off? Individual users can opt out of Lesson Reminders in their own notification settings, and this overrides the ‘Recipient Types’ selected on the Reminder.
Is the Email Definition active? The reminder content comes from the appointment reminder Email Definition under System > Settings > Communication Settings > Email Definitions. If that definition is inactive, reminders will not be sent.