Reminders

Automated reminder framework

A pluggable scheduler runs once daily at 08:00. Adding a new reminder type requires no wiring beyond implementing a small interface — it’s auto-discovered and picked up automatically.

Three customer-facing reminder types are currently registered:

Flight Today — defaults to firing the same day for ticketed flights.
Visa Expiry — defaults to firing 30 days before an active visa expires.
Tour Departure — defaults to firing 1 day before a confirmed tour’s arrival date. Added because Tour had no automated customer email at all until now, unlike Visa/Flight (a tour’s own staff-facing dashboard/ checklist awareness is a separate, internal-only system — this is the customer-facing email counterpart).

Each includes full case context in the email (route/PNR/ticket number and any linked travelers for flights; visa number, country, type, and dates for visas; arrival date, party size, itinerary/guide name for tours).

Executive Digest Emails (Daily, Weekly & Monthly)

Automated digest schedulers generate performance emails at configured intervals for all active staff with role owner or manager:

Daily Digest (DailyDigestScheduler): Runs every day at 19:00 Sri Lanka time (Asia/Colombo), summarizing same-day activity across Visa applications, Flight bookings, Tour inquiries, and New customer registrations.
Weekly Digest (WeeklyDigestScheduler): Runs every Monday at 19:00, summarizing trailing 7-day operational and financial activity.
Monthly Executive Digest & Analytics (MonthlyDigestScheduler): Runs on the final calendar day of each month at 20:00 (8:00 PM) Sri Lanka time:
- Financial Breakdown & Profitability: Invoiced Revenue (Flights, Visas, Tours), Cost of Sales, Gross Profit & Margin %, Cash Receipts collected, Operating Expenses from Accounting, Net Operating Profit, and Outstanding Receivables.
- Operational Pipeline Metrics: Real-time status counts across all stages (Inquiries, Pending Documents, On Hold, Appointments, Embassy Processing, Approved Visas, Passports Collected / Finalized, Ticketed Flights, and Cancellations).
- Completed Task Tickets (Full Drawer Fidelity): Tabular records for 100% of completed Visa and Flight tasks containing all drawer metadata (Traveler details, Passport numbers/expiry, Routes/Countries, Airlines, PNRs, E-Ticket/Visa numbers, Pricing, Notes, Consultants, Attached Files count, and Invoice payment status).
- Client Analytics: Top 5 VIP Spenders, Top 5 Most Frequent Clients, and New Client Registration growth.
- Comprehensive Multi-Section CSV Attachment: Attached as Monthly_Executive_Digest_<YYYY_MM>.csv formatted with native Excel compatibility.
Mobile-Responsive Tables: HTML tables are wrapped in touch-scrollable containers (overflow-x: auto) for mobile readability.
Excel CSV Attachment: Every email includes an attached .csv report formatted with a UTF-8 BOM (\uFEFF) and formula-escaped headers (--- SECTION ---) for native compatibility with Microsoft Excel, Apple Numbers, and Google Sheets.

Staff Alerts & Case Deep-Linking

Admins can send targeted alerts directly to assigned staff members from the Task Detail Drawer:

Quick Templates: Includes quick-select alert templates (e.g. “Urgent: Client update required”, “Documents missing — please follow up”).
Case Deep-Linking: Alerts sent from the Task Tracker automatically attach a deep link (/tasks?openTask=UUID&type=TYPE).
Interactive Navigation: Staff reminders render an interactive “View Case in Task Tracker” button badge. Clicking the button immediately opens the Task Tracker and pops up the target case’s TaskDetailDrawer.
Client Dossier Link: Reminders linked to a customer also display a direct “View Client Dossier” button.

Admin-adjustable lead times

Owners/managers can tune each reminder type’s lead time and enable/disable it from the Reminder Settings admin page — changes take effect without a deploy.

Dedup guarantee

A reminder never sends twice for the same case on the same day, even under manual re-triggering — enforced by a database-level uniqueness constraint on (reminder type, case, date), not just application logic.

Staff reminders (manual)

Separately from the automated system, staff can create their own manual reminders/notes. A Complete action marks one done and removes it from the list, available both on the per-staff Reminders tab and the admin-wide reminders view.