Birthday and review reminders

Tallify's daily birthday run and weekly annual review reminders: which clients receive them, how they go by email today, and approving them each morning.

Two scheduled runs draft messages to clients. Each one waits under Approvals, Messages, until a named person approves it, unless the practice has listed that kind under Messages sent without approval (none by default). While WhatsApp for clients is coming soon, they go by email.

Birthdays

Every morning at 07:00 South African time, every active client whose birthday is today gets a birthday message, drafted in the adviser's name in the practice's own wording. The birthday comes from the date of birth on the record, or from the ID number when the date is missing. A client gets one birthday message a year. A message that could not be drafted on the day (no email address yet, say) is tried again on the next run.

Review reminders

Every Monday at 08:30 South African time, every active client whose latest full Record of Advice is in the month before their review falls due (eleven to twelve months old, when the practice reviews yearly) gets a reminder that it is time for their annual review, asking them to reply with dates that suit them. A client whose review is already in hand is skipped. A client gets one reminder for each Record of Advice; filing a new one starts the clock again. The practice sets how often clients are reviewed, in Settings.

Who receives them

Only active clients, never prospects. The client needs consent to receive communications and an email address on the record. A client who is missing either is skipped, and the Comms log records the reason.

Approving

Open Approvals, Messages, in the morning. Each message shows the client, where it goes and the text. Choose Approve & send, Reject, or Approve all for the whole list. The client's replies come back to the practice and are drafted as replies.