Due dates on requests, and an email when one is missed

Some of what you ask suppliers for has a deadline well before the event. A venue wants each supplier’s run of show 14 days out, so the timeline can be built around it, and their insurance certificate before anyone is allowed on the floor. Until now a request was either done or not done, and “not done” looked the same two weeks out as it did the night before.

Setting a due date

On a booking, open Requests and expand a required request. Beside Required there is now a Due … days before box. Type 14 and the date it works out to appears next to it, such as “(Fri 6 Nov)”. The same box sits in the add form.

It counts back from the event date, so if the booking moves, every due date moves with it. Put the due date on an ask in a request pack and every booking you add the pack to gets the same deadline.

Due dates are for required requests on dated bookings. Portals have no event date, so they don’t offer one.

When it passes

The day after the due date, anyone who still hasn’t done it shows as Overdue: on their crew row, in the booking’s requests dashboard, on the Requests page (with an Overdue filter), in the Outstanding requests report and on the person’s own link.

The Request overdue automation, already switched on, emails them that day with each overdue item and its due date, plus their link. You get a notification in the bell at the same time, whether or not the email is on. Nothing is chased once the event day arrives. You can change the wording or the timing, or switch it off, under Automations.

Chasing everyone at once

When a whole event is running behind, the Requests page has Remind everyone not finished above the list. Pick an event or portal and one click queues your outstanding requests reminder to everyone who still owes something. It waits on the Emails page before sending, so you can cancel it.

Due dates on requests covers the rules in full.