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Stay on track with automated alerts and reminders

Last Updated 2022/04/12

Organisations often find themselves using disparate and contradictory methods to remind employees of upcoming obligations. While paper notes, diaries and calendars have increasingly given way to more sophisticated software equivalents, limitations remain.

Most major email providers such as Gmail and Outlook incorporate a calendar function, and a plethora of reminder apps have entered the commercial and consumer markets alike. These advances have been a boon to business users, but one sticking point is a lack of integration with existing business process software. An employee might receive a request for an appointment by email, then enter it into a desktop calendar service, and then perhaps a mobile reminder app. This way of doing things leaves room for error and miscommunication.


Being late in providing a service to a client, or missing out on an obligation altogether can have serious consequences. Not just in the form of lost revenue for those particular jobs, but also as damage to reputation. In a competitive marketplace, you need to reassure potential clients that you can be relied on to complete work consistently, and by agreed deadlines.

Automate and integrate

Integrating reminders into your daily business processes brings benefits both in productivity, communication and ease-of-use. By removing the need to check a smartphone, or log into multiple systems, reminders can seamlessly run alongside other software tools. Automatically triggering reminders based on a predetermined schedule ensures work is completed punctually, without the need for additional administration work.

Sometimes, it’s not enough for a single employee just to see their own reminders. Managers may want to monitor what tasks are due for the staff they supervise and set reminders accordingly. Staff members filling in for an absent colleague will need to see what work is the most urgent when deciding what to cover. Integrating reminders into a wider range of business processes facilitates more effective collaboration and management across an entire organisation.

Plan and prioritise

Not all work activities are equally urgent. Often an obligation will require a number of alerts and notifications at different stages. By organising alerts by urgency, and putting rules and parameters in place to distinguish between them, employees are better equipped to plan and prioritise their workload.

SwiftCase is a powerful business process management platform, with integrated reminder functionality to keep users on track when dealing with urgent tasks.

  • Set reminders for specific tasks, at any point in the future
  • Set reminders for an individual staff member, ensuring they don’t forget vital work tasks
  • Define recurring reminders on a daily, monthly or yearly basis
  • Configure RAG (red, amber, green) alerts, at varying levels of urgency, displayed clearly in the user interface
  • Automatically trigger alerts based on predetermined criteria
  • Place a task on hold for a set period of time, and get a reminder when it becomes active again

Get in touch today, for a free, no-obligation demonstration.

Adam Sykes