CHS Reminders Management - Old
Overview
Currently, we manually remember bills, due dates, and meetings.
With this reminder system, notifications will be sent automatically to users, vendors, and members on time.
It saves manual effort and makes society operations smoother for everyone.
User Flow
- Users can create new reminders from a simple form, selecting the SourceType, date, time, and channel type.
- The below fields define each reminder:
| Field | Description |
|---|---|
| Scheduler Code | Unique ID (001, 002, etc.) System generated, hidden on UI |
| Source Type | User Notes / System Data (U, S) Shown only on UI |
| Task Code | (0 = for U Source Type & 1, 2, 3 from task list combo if it is S Source Type) |
| Standard Message | Example: “Monthly Billing” Entered by user |
| Schedule Type | Daily / Weekly / Monthly |
| Month Date | Day of Month (00 if Daily/Weekly) |
| Time | Reminder Time (e.g., 11:00 AM) |
| Channel | WhatsApp / Email (W, E) |
| Status | Pending / Completed |
| Reminder Notes | Optional notes (Mandatory if Send From = User) |
System TaskList
These are predefined system-level reminders that users can enable or disable.
| Code | Name | Send To | Description |
|---|---|---|---|
| 1 | Bill Payment | Vendors | Bills not authorized yet dropped |
| 2 | Utility Bills | Entity | System scans bills with IsUtilityBill=Yes |
| 3 | Unreconciled Bills | Vendors | Bills missing in 2B but last month’s bills exist |
| 4 | Member Due | Members | Scan member dues & send list |
| 5 | Special Charges | Entity | Sinking fund, repairs, festival fund, parking charges (Tariff Cycle based) dropped |
| 6 | Receipt Confirmation | Members | Acknowledge payment |
| 7 | Society Document Renewal | Entity | Scan eVault expiry |
| 8 | Investment Renewals | Entity | Scan near maturity date |
| 9 | Staff Reminders | Entity | Staff attendance/absentees Discuss |
| 10 | Festival / Cultural Event | Members | Optional (if member portal feature added) Discuss |
| 11 | Facility Booking Reminders | Members | Clubhouse, garden, hall booking Discuss |
| 12 | Visitor / Delivery Alerts | Members | Security check alerts Discuss |
| 13 | Vehicle Parking Renewal | Members | Scan parking register |
| 14 | Routine Maintenance | Entity | Pest control, tank cleaning, lift servicing Discuss |
Example
Case 1 — Source Type User
- Scheduler Code: 001
- Task Code: 0
- Standard Message: Monthly Billing
- Source Type: User
- Schedule Type: Monthly
- Month Date: 15
- Time: 11:00 AM
- Reminder Notes: We have to do Billing
Schedule Table (Generated Instances)
This entry will be inserted by the system based on selected date and time.
| SchedulerCode | Schedule Date & Time | Sent |
|---|---|---|
| 001 | 15-Nov-2025 11:00 AM | N |
Logic
- Once the reminder is successfully executed,
Sentis updated to Y.- The scheduler process will scan for all entries where
Sent = N.- If the Schedule Type is
Monthly, the system will automatically create the next schedule date by adding one month.
(This repetition occurs only for recurring types like Monthly)
Case 2 — Source Type System
- Scheduler Code: 002
- Task Code: 4
- Standard Message: Members Due Reminders
- Source Type: System
- Schedule Type: Monthly
- Month Date: 16
- Time: 11:00 AM
Schedule Table
| SchedulerCode | Schedule Date & Time | Sent |
|---|---|---|
| 002 | 16-Nov-2025 11:00 AM | N |
Logic
- For System Ource Type, the ERP automatically fetches relevant data (e.g., pending bills, dues, unreconciled invoices) and triggers mails or WhatsApp messages.
- For User Source Type, the System will just take notes & send it
Discussed
Due Reminders
- We are going to attach PDF, we have to save in S3
- PDF link
- Email is also allowed for all members, once for all members do the queue
- What’s App Btn enable only when purchase by client
- Print Nil Due will be No in case of whats app only, validate it
- New template —Udit——-
- Even PDF is not attached we will go ahead & use whats app controller
Receipt Confimation Email & WA both Evault Everymonth first of 1 day we will schedule no need whats app only email Investment Every week, investment expiry in 15days then send it, e.g., Maturity date is 15 Decemeber before 15th it will send after 15th also but not mature then also it is send only email Staff Reminders Phase 2 Festival Cultral Phase 2 Facility Visitor Alert Phase 2 Vehicle Parking Weekly Scheduler same like investment wa we wil have Rountine Maintenane Phase 2