With the task assignment tool, you can assign forms to your team so they're completed at the desired place and time. You can also set up automatic reminders so users open their activities on time.
Reminders can be sent as an app notification, by email, or through both channels. The notice can include information such as the form's name and the task's date, time, and location.
💡 Reminder or scheduled delivery?
If you want to... | Use... |
Have the user receive the task in advance, before it starts | Schedule task delivery |
Have the user receive a notice before the task is due | Reminders |
To learn how advance delivery works, see: Scheduling assigned tasks
⏰ When do reminders arrive?
Reminders are sent before the task's due date, not before its start. The due date is the start date and time plus the task's duration.
Example: a task starts at 3:00 PM and lasts 4 hours, so it's due at 7:00 PM.
Configured reminder | Sent at |
1 hour | 6:00 PM |
30 min | 6:30 PM |
15 min | 6:45 PM |
📌 How do I set up reminders?
Reminders are set up when assigning a task from the Web Platform:
Log in to the DataScope Web Platform.
Go to Task Assignments.
Select New Task.
Complete Task information and Date and frequency. The Start date and the Task duration in hours determine the due date.
In the Reminders section, choose how long before the due date you want to receive a reminder: 15 min, 30 min, 1 hour, 1 day, 3 days, or 1 week. You can select more than one option.
Under Notification channel, choose App notification, Email, or both.
Select Create.
📌 When you create a new task, the Reminders section shows 1 hour and both channels preselected. You can change them based on what you need.
The Reminders section is also available when you assign a task to a user group.
📲 What channels are there?
App notification: a notice sent directly to the mobile device of the user who needs to complete the task.
Email: a notice sent to the email address of the user assigned to the task.
You can turn on one or both channels.
📥 What if I create the tasks from an Excel file?
The bulk import template doesn't include reminder columns.
To learn about the template's columns, see: How do I import tasks in bulk?
❓ Aren't the reminders arriving?
If a user doesn't receive a reminder, check the following:
Settings: that the task has at least one time option and one channel selected under Reminders.
Sending time: remember the notice arrives before the due date, which is the start plus the duration, and not before the start.
App notification: that the user has the app installed and updated, has logged in, and has DataScope notifications allowed on their device.
Email: that the user's email address is correct and that they check Spam or Junk mail. See: What do I do if I'm not receiving emails from DataScope?
If you've checked everything and the reminder still doesn't arrive, contact the Support team and provide:
The task's ID and the user it was assigned to.
The start date and time, and the task's duration.
Which reminders you set up and through which channel you expected to receive them.
The approximate date and time you expected the notice.
❓ Frequently asked questions
When do reminders arrive? Before the task's due date, which is the start plus the duration. They don't arrive before the start.
Can I choose more than one reminder? Yes. You can select several time options, for example 1 hour and 15 min before the due date.
Can I receive the reminder by app and by email? Yes. Turn on both channels under Notification channel.
How do I notify the user before the task starts? With Schedule task delivery, which defines how far in advance they receive the task. Reminders notify before the due date.
Can I set up reminders from the import Excel file? The template doesn't include reminder columns.
Can I set up reminders on a task assigned to a group? Yes. The Reminders section is also available when assigning tasks to user groups.