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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:

  1. Day Before — Queued for the evening before the activity (default: 18:00).
  2. Morning Of — Queued for the morning of the activity (default: 08:00).
  3. Hour Before — Queued for one hour before the activity start time (if enabled).
  4. 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:

StatusDescription
PendingNotification is scheduled but not yet time to send
QueuedIt's time to send — the notification is in the delivery queue
DeliveredSuccessfully delivered to the client's WhatsApp
SkippedNot sent because the client was not eligible (e.g., opted out, missing phone number)
FailedDelivery attempted but unsuccessful
CancelledThe 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.
  • The organization has "Only send reminders for Ready for Work routes" enabled and the activity belongs to a route that is not yet marked as ready.

Ready for Work Gating​

When the "Only send reminders for Ready for Work routes" organization setting is enabled, notification scheduling is deferred for activities on routes that are not marked as ready:

  • Not ready: Notifications are not scheduled for activities on non-ready routes.
  • Marked ready: When a planner marks a route as ready, notifications are automatically scheduled for all activities on that route.
  • Unmarked: If a route is unmarked (set back to not ready), any pending notifications for its activities are cancelled.
  • Activities not on a route: Activities that are not assigned to any route are unaffected — their notifications are always scheduled normally.
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This setting is configured at the organization level. See Organization Settings or Notification Preferences for details.

Daily Dispatch​

In addition to automatic scheduling, admins can manually send a batch of service reminders for a specific date:

  1. Navigate to Notifications from the main navigation menu.
  2. Select the date you want to dispatch reminders for.
  3. 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.
  4. Click Confirm to send the batch.

Daily dispatch preview

Daily dispatch preview

tip

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.

Ready for Work Gating

When the Only send reminders for Ready for Work routes organization setting is enabled, the daily dispatch only includes activities on routes that have been marked as ready. The dispatch preview will show a warning indicating how many routes are excluded because they are not yet marked as ready. See Ready for Work for details.

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?​

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