Due dates on requests
Some things you ask for have a deadline that is not the event itself. A supplier's run of show / runsheet is no use to you the night before; you want it two weeks out, so you can build the timeline around it. A due date on the request says exactly that, and 1pm takes care of the rest: it shows the request as Overdue once the day passes, emails the person about it, and tells you.
Setting a due date
Open the booking, open Requests, and expand the request. Next to Required there is a Due ... days before box. Type the number of days and click away; the date it works out to appears beside it, for example "Due 14 days before (Fri 6 Nov)". Clear the box to remove the due date.
When you add a new request, the same box sits beside Required in the add form.
A few rules decide where the box appears:
- Required requests only. An optional request is never outstanding, so it cannot be late. For an upload, "required" means a minimum of at least one file.
- Dated bookings only. The date is counted back from the booking's date, so a portal (which has no event date) does not offer it.
- 0 means the event day itself. The longest you can set is 365 days.
Because the due date is a number of days rather than a fixed date, it moves with the booking. Change the event date and every due date on it moves too.
Putting a due date in a request pack
A request in a request pack can carry a due date as well: open the ask in the pack and fill in Due ... days before the event. Every booking you add the pack to then gets the same deadline, counted from that booking's own date. This is the simplest way to make "run of show due 14 days before" the default for every job.
What Overdue means
A request is overdue from the day after its due date, for each person who still has not done it. Due on Friday means it is on time if it arrives on Friday and overdue on Saturday. Once the event day arrives nothing is shown as overdue any more, because by then a reminder cannot help.
Overdue shows in these places:
- On the booking, in each person's Requests list on their crew row, with a red "Overdue, due Fri 6 Nov" badge on the request. The summary badge on their Requests section changes from "N pending" to "N overdue".
- In the booking's requests dashboard, beside the request on each line still outstanding.
- On the Requests page, as an Overdue chip above the By person list (it only appears once something is overdue) and an "N overdue" badge on each person.
- In Reports, Outstanding requests, next to each person's outstanding count, and as an Overdue column in the CSV.
- On the person's own link, where the request shows "Due Fri 6 Nov" while there is still time and "Overdue, due Fri 6 Nov" after. Their due dates are counted on your account's calendar, not theirs.
The overdue email and your notification
The Request overdue automation is switched on for you already. On the first day a request is overdue, it emails the person, lists what is overdue with each due date, and includes their private link. It only ever sends for requests where you set a due date, so nobody gets it unless you chose a deadline.
It sends once per person for each due date. If someone owes two requests due on different days, they get one email for each. It always sends, even if they had another reminder from 1pm that day, and it never stops another reminder from going out. Like every request chase, it never sends on or after the event day.
You can change the wording, add days before it sends (for example, 2 days after the due date instead of the next day), or switch it off under Automations. Its wording can use [overdue items], which prints each overdue request with its due date, one per line.
You also get a notification in the bell on the first day something is overdue: one per person per booking, such as "Sam Lee: Run of show is overdue". This comes whether or not the email is switched on, so you can turn the email off and chase people yourself without losing track.
The Next reminder badge on the Requests page and on the crew row includes the overdue email, so you can see when it is coming.