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Automatic email reminders

With automatic reminders, users, auditors and approvers get an email when they have expense reports to handle. You decide how often, on which days and at what times the emails are sent.

  • 🔍 Who gets reminders?

    Role Reminded to
    📩 Users Complete and submit expense reports
    👀 Auditors Audit expense reports
    ✅ Approvers Approve expense reports

    👉 Applies to: administrators who want less manual follow-up.

    ⚙️ Step 1 – Activate automatic reminders

    1. Go to Administrate > Settings > Misc.
    2. Activate Use automatic email reminders.
    3. Choose an interval, that is how often the reminders should be sent.
    4. Click Save.

    ✅ The reminders are now sent automatically.

    📅 Step 2 – Choose days and times

    There are default settings, but you can choose on which days and at what times the reminders are sent, for example only on weekdays during working hours.

    1. Go to Administrate > Settings > Misc.
    2. Scroll down to Days between email reminders.
    3. Select the days when reminders should be sent. Selected days are shown in blue.
    4. Choose the time interval for the emails.
    5. Click Save.

    ✅ The reminders are now only sent on the days and at the times you have chosen.

    💡 Emails during working hours on weekdays usually work best. Evaluate after a few weeks and adjust if needed.

    🔐 Step 3 – Make sure the emails arrive

    The reminders are sent from a no-reply address. Ask your IT department to approve the sender, so the emails do not end up in spam or get blocked.

    👉 If someone needs a reminder straight away, you can add manual reminders.

    ❓ Frequently asked questions (FAQ)

    Can I choose who gets reminders?
    Reminders are sent based on role: user, auditor and approver.

    Can I change the interval?
    Yes, at any time under Administrate > Settings > Misc.

    What do I do if the emails do not arrive?
    Check that IT has approved the sender and ask the user to look in their spam folder.

    Do push notifications in the app follow the same schedule?
    No, the email schedule only applies to email reminders.

    ✅ Summary

    • ⚙️ Activate under Administrate > Settings > Misc and choose an interval
    • 📅 Adjust days and times
    • 🔐 Let IT approve the sender
    • 📩 Add manual reminders when needed

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