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Remind Guides About Outstanding Trip Reports

Automatically remind guides about trip reports they haven't submitted, on the day of the trip and on Mondays after, with a link to submit them.

The Guide Report Reminder emails or texts guides when a trip report they owe hasn't been submitted, so you don't have to chase reports yourself.

How It Works

  • On the day of the trip — At 7 PM in your organization's time zone, guides with an unsubmitted report for that trip get a reminder.

  • On Mondays after the trip — While a report is still outstanding, the guide gets another reminder on Monday evening, up to the number of weekly reminders you set.

  • One message per guide — Each reminder covers every report that guide owes, so a guide with three outstanding reports gets one message, not three. The Submit reports link opens a Reports due list the guide can submit from without signing in.

What Guides Receive

  • Email — The number of reports due, a list of each one with its date and trip (for example, March 15, 2025 Rainforest Expedition (Morning)), and a Submit reports button.

  • SMS — A short text with the number of reports due and a link to submit them.

Turn It On

  1. Click your organization name in the top left to open Organization settings, then select Notifications.

  2. Open the Guide tab and find Guide Report Reminder.

  3. Switch it ON.

  4. Use Send via to choose how guides get it: email, SMS, or both.

Note: Guide Report Reminder is off by default. Turning it on only reminds guides about trips from that point on. Reports from trips that already happened aren't chased.

Set How Many Weekly Reminders Each Report Gets

  1. On the Guide Report Reminder card, click Edit template.

  2. Under Settings on the right, enter a number in Weekly reminders per report. This is how many Mondays after the trip a guide is reminded about that report. The default is 4.

  3. Click Save.

Edit the Message

In Edit template, use the Email template and SMS template tabs to change the wording. The default subject is Trip reports due for followed by your organization name.

The message includes the number of reports due and the list of reports. Keep the reportsDueCount and reportsDueList fields in your message so guides can see which reports they owe. Click Preview to see the email and SMS the way a guide will, then Save.

To add other details, see How to Use Automatic Fields in Emails and SMS.

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