Scheduled Notifications
FlowForth automatically sends WhatsApp notifications to opted-in clients based on their activity schedules. This guide explains how the automatic notification system works.
How Scheduling Works
When activities are scheduled for a client who has opted in to notifications, FlowForth automatically queues reminders based on the client's notification preferences:
- Day Before — Queued for the evening before the activity (default: 18:00).
- Morning Of — Queued for the morning of the activity (default: 08:00).
- Hour Before — Queued for one hour before the activity start time (if enabled).
- Service Completed — Triggered when the activity is marked as complete.
Each reminder is only sent if the client has that reminder type enabled in their notification preferences.
Notification Lifecycle
Scheduled notifications progress through these statuses:
| Status | Description |
|---|---|
| Pending | Notification is scheduled but not yet time to send |
| Queued | It's time to send — the notification is in the delivery queue |
| Delivered | Successfully delivered to the client's WhatsApp |
| Skipped | Not sent because the client was not eligible (e.g., opted out, missing phone number) |
| Failed | Delivery attempted but unsuccessful |
| Cancelled | The activity was cancelled or rescheduled before the notification was sent |
What Triggers Notifications
Notifications are automatically created when:
- A new activity is scheduled for a date in the future.
- An activity is rescheduled to a new date or time (previous notifications are cancelled, new ones are created).
- An activity is assigned to a route that belongs to a client with notifications enabled.
Notifications are not sent when:
- The client has not opted in to WhatsApp notifications.
- The client does not have a valid phone number.
- The specific reminder type is disabled in the client's preferences.
- The activity is in the past.
Daily Dispatch
In addition to automatic scheduling, admins can manually send a batch of service reminders for a specific date:
- Navigate to Notifications from the main navigation menu.
- Select the date you want to dispatch reminders for.
- Review the preview, which shows:
- Will be reminded — Clients with new activities that haven't been notified yet.
- Already reminded — Clients whose activities have already been notified.
- Will NOT be reminded — Clients without a WhatsApp number configured.
- Click Confirm to send the batch.
Daily dispatch preview
Daily dispatch sends one combined message per client containing all their activities for that date. This avoids sending multiple separate messages to the same client.
Deduplication
FlowForth tracks which activities have already been notified. If you run the daily dispatch again for the same date, only new (un-notified) activities are logged. The client still receives a message with all their activities, but duplicate notification records are not created.
What's Next?
- Notification History — View the delivery status of all sent notifications.
- Notification Templates — Customize what the messages say.
- Client Notification Preferences — Configure per-client reminder settings.
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