> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Reminders

> TimeTracker's three daily reminders – morning, evening and end-of-day deadlines – how to set your own times, and the automatic reminders you cannot configure.

Reminders are the messages TimeTracker sends you on a schedule rather than in
reaction to something. They arrive in **your own timezone**, on days you actually
work.

Set them on your profile, **Notifications** tab, under **Your daily reminders**.

## The three daily reminders

| Reminder                 | Looks at                              | Standard time                |
| ------------------------ | ------------------------------------- | ---------------------------- |
| **Morning**              | Today                                 | 08:00                        |
| **Evening**              | Tomorrow                              | 17:00                        |
| **Before your day ends** | Anything due today or already overdue | 3 hours before your day ends |

All three are **on by default**.

### Morning

Described as *"Today's tasks, every working day."*

* If you have work due today, you get **Your day** with the list.
* If you have nothing due today, you get **Nothing planned today**: *"You have
  nothing due today. If that is not right, add what you are working on so your
  day is accounted for."*

### Evening

Described as *"Only if tomorrow has nothing planned."*

You get **Nothing planned tomorrow**: *"You have nothing due tomorrow yet. Worth
a minute now to line up the day, so tomorrow starts with a plan."*

### Before your day ends

Described as *"Anything due today or already overdue, in one email."*

This one has **no fixed clock time**. It fires a chosen number of hours before
*your* working day ends, worked out from your schedule each day. If your schedule
gives nothing usable, it falls back to 17:00.

It rolls "due today" and "already overdue" into one message. The subject takes
one of three shapes:

| Situation      | Subject             |
| -------------- | ------------------- |
| Only due today | `3 tasks due today` |
| Only overdue   | `2 overdue`         |
| Both           | `5 need attention`  |

<Tip>
  This reminder is **silent when there is nothing outstanding**. No news is good
  news – you only hear from it when something needs you.
</Tip>

## Setting your own times

<Steps>
  <Step title="Open your profile">
    Click your avatar, then **Notifications**.
  </Step>

  <Step title="Find Your daily reminders">
    Described as *"Three checks a day, sent in your own timezone. Switch off any
    you do not want."*
  </Step>

  <Step title="Switch a slot on or off">
    Each of the three has its own switch.
  </Step>

  <Step title="Set the time">
    Morning and Evening each take a time. The deadline reminder takes a lead
    time instead.
  </Step>

  <Step title="Go back to the workspace time if you want">
    Once you have set your own, a link appears – **Use the workspace time
    (HH:mm)**. Click it to go back to inheriting.
  </Step>
</Steps>

### The deadline lead time

A dropdown with six choices:

| Option                          | Meaning           |
| ------------------------------- | ----------------- |
| **As the day ends**             | At your day's end |
| **1 hour before the day ends**  |                   |
| **2 hours before the day ends** |                   |
| **3 hours before the day ends** | The standard      |
| **4 hours before the day ends** |                   |
| **6 hours before the day ends** |                   |

## What each label under a switch means

| You see                                  | It means                                                                       |
| ---------------------------------------- | ------------------------------------------------------------------------------ |
| **Using the workspace time**             | You have not set your own. You follow the workspace.                           |
| **Use the workspace time (08:00)**       | You set your own. Click to go back to inheriting.                              |
| **Off**                                  | You switched this slot off.                                                    |
| **Switched off for the whole workspace** | An admin turned it off. The switch is disabled and you cannot turn it back on. |

## Your time versus the workspace time

Two different rules apply, and mixing them up causes most reminder confusion.

|                                     | Times and lead hours   | On/off switches     |
| ----------------------------------- | ---------------------- | ------------------- |
| Rule                                | **Most specific wins** | **Both must be on** |
| You set 06:30, workspace says 08:00 | You get 06:30          | –                   |
| Workspace off, you on               | –                      | You get nothing     |
| Workspace on, you off               | –                      | You get nothing     |

So an admin switching a slot off is a floor you cannot raise. An admin setting a
time is only a suggestion once you set your own.

## Your timezone

Reminders land in **your** timezone, taken from the work schedule you are
assigned to. If a workspace admin sets 08:00 from London and you work in
Bangalore, you get it at 08:00 Bangalore time.

If your schedule names no timezone, the workspace timezone is used. See
[Schedule timezones](/schedules/schedule-timezones).

## When a reminder does not fire

Every send is checked against four things. All four must pass:

<Steps>
  <Step title="The slot is on">
    Both at workspace level and yours.
  </Step>

  <Step title="You are still in the workspace">
    Removed members stop receiving reminders.
  </Step>

  <Step title="Today is a day you work">
    Your schedule decides. No reminders on your days off.
  </Step>

  <Step title="You are not on approved leave">
    Approved time off silences reminders for those days.
  </Step>
</Steps>

<Note>
  A brand-new member can wait up to a day for their first reminder. Reminder
  schedules are built by a nightly pass, so someone who joins at 11:00 today
  usually starts the following morning.
</Note>

## Reminders you do not configure

These fire automatically. There is no setting for them – they follow the
**Approvals**, **Money** or **Daily reminders** category on your notification
settings like any other notification.

| Reminder                    | When it fires                                     | Who gets it                              |
| --------------------------- | ------------------------------------------------- | ---------------------------------------- |
| **Task due soon**           | 48 hours before a task's due date                 | The task's assignee                      |
| **Leave starting soon**     | 24 hours before approved leave starts             | The person taking the leave              |
| **Invoice overdue**         | On the invoice's due date                         | Every Owner and Admin. Never the client. |
| **Timesheet not submitted** | A daily scan before a period closes               | Anyone who has not submitted             |
| **Approval overdue**        | A pending approval passes 24 hours, then 72 hours | The approver, then the Owners and Admins |
| **Missing clock out**       | A scan finds a session never clocked out          | The person whose session it is           |

The **task due soon** reminder re-checks before it sends. If the task was
finished, unassigned or its date moved, nothing goes out.

## Example

Sarah Lin starts at 07:00, earlier than Northwind Studio's 09:00 norm.

| Setting             | Value                  | Why                                              |
| ------------------- | ---------------------- | ------------------------------------------------ |
| Morning             | On, **07:15**          | Her own time beats the workspace 08:30           |
| Evening             | Off                    | She plans tomorrow on paper                      |
| Before the day ends | On, **2 hours before** | Her day ends at 15:00, so this lands about 13:00 |

On a Tuesday with two Bluebird Coffee tasks due and one overdue from last week,
her 13:00 message reads **3 need attention**.

On Saturday she gets nothing. It is not a working day.

The following week she takes approved leave. No reminders arrive for those days
either.

## Options and settings

| Setting                     | Where                        | Type                 |
| --------------------------- | ---------------------------- | -------------------- |
| Morning on/off + time       | Your profile → Notifications | Switch + time        |
| Evening on/off + time       | Your profile → Notifications | Switch + time        |
| Deadline on/off + lead      | Your profile → Notifications | Switch + dropdown    |
| Workspace reminder defaults | **Settings → Notifications** | Owner and Admin only |
| Your timezone               | Your assigned work schedule  | Read-only here       |

There is no weekday picker. Your work schedule decides which days you get
reminders.

## Permissions

| Action                              | Capability                          | Roles        |
| ----------------------------------- | ----------------------------------- | ------------ |
| Set your own reminders              | None                                | Everyone     |
| Set the workspace reminder defaults | `workspace.updateSettings`          | Owner, Admin |
| Change another person's reminders   | `member.changeRole` on their record | Owner, Admin |

## What happens next

A change applies from the next scheduled run. Changing your morning time to
06:00 after today's 08:00 has already fired takes effect tomorrow.

## Common questions

<AccordionGroup>
  <Accordion title="Why did my reminder not arrive?">
    Work down the list: is the slot on for both you and the workspace, are you
    still in the workspace, is today a working day for you, and are you on
    approved leave? Any one of those stops it.
  </Accordion>

  <Accordion title="Can I pick which weekdays I get reminders?">
    No, and you do not need to. Reminders follow the work schedule you are
    assigned to, so your days off are already excluded. See
    [Working hours and days off](/schedules/working-hours-and-days-off).
  </Accordion>

  <Accordion title="Why is my reminder in the wrong timezone?">
    Your timezone comes from your work schedule, not from your browser and not
    from the workspace. Check which schedule you are on.
  </Accordion>

  <Accordion title="I set my own time. How do I go back?">
    A link appears under the switch – **Use the workspace time (HH:mm)**. Click
    it and you inherit again.
  </Accordion>

  <Accordion title="Why is my switch greyed out?">
    An admin switched that slot off for the whole workspace. The label under it
    says so. You cannot turn it back on for yourself.
  </Accordion>

  <Accordion title="Why do I never get the deadline reminder?">
    Because you have nothing outstanding. It stays silent when there is nothing
    due today and nothing overdue.
  </Accordion>

  <Accordion title="Are reminders ever delayed or bundled?">
    No. A reminder is never held back and never rolled into a summary. The whole
    point is that it lands at the moment you picked.
  </Accordion>
</AccordionGroup>

## Troubleshooting

**A brand-new person gets no reminders.** Wait a day. Reminder schedules are
built by a nightly pass.

**Reminders arrive at the wrong hour.** Check the timezone on the work schedule
you are assigned to. That, not your browser, decides.

**The deadline reminder arrives at an odd time.** It fires relative to when your
working day ends, so it moves with your schedule. A day with a 15:00 end and a
3-hour lead sends at 12:00.

**No reminders on some weekdays.** Those days are not working days on your
schedule, or you are on approved leave.

## Related guides

<CardGroup cols={2}>
  <Card title="Your notification settings" icon="sliders" href="/notifications/your-notification-settings">
    The screen reminders live on.
  </Card>

  <Card title="Workspace defaults" icon="building" href="/notifications/workspace-notification-defaults">
    Set reminder defaults for everyone.
  </Card>

  <Card title="Schedule timezones" icon="globe" href="/schedules/schedule-timezones">
    Where your timezone comes from.
  </Card>

  <Card title="Notification types" icon="list" href="/notifications/notification-types">
    Every notification, its trigger, and its recipients.
  </Card>

  <Card title="Timesheet reminders" icon="clock" href="/timesheets/timesheet-reminders">
    Nudging people to submit their week.
  </Card>

  <Card title="My schedule" icon="calendar" href="/account/your-schedule">
    The working days reminders follow.
  </Card>
</CardGroup>