Create Reminders
From the Reminder page, you can create a reminder using Point-of-Rental's internal Task List, Microsoft Outlook, Microsoft Calendar or Google Calendar. The reminder can be created yourself, for an employee, an employee group. or for anyone with an email account. when you select reminders you will get the following screen:
Reminder Type - This is the method you will use to send the reminder.
Date/Time: This is the date and time you want the recipient to receive the reminder.
Send To: This is where you choose the recipient: Selected Employees, Another Employee and Employee Group are both pull down menus.
When selecting employee and clicking on the ok button, the list of employees will appear.
Store: From the drop down menu, you will have the options of selecting all stores or a individual store.
Group: You can select different groups types (Office, Drivers, etc)
Select the individual or individuals to send the reminder too. Once checked, click on OK the reminder will be sent.
Reminder- This is the subject line and the body of the reminder.
*Note: When you have a Task or Reminder that is due, a BOLD RED link will appear in the bottom right corner of the Counter System Menu. Also, when creating a task for someone else and you want to know when that task has been completed, check the “Notify When Completed” box and you will be informed via a POR internal email message upon completion
Task Assigned
Whether you are adding, inquiring, modifying or completing a task when you choose Task List, you will be brought to a screen similar to the following:
Personal Task: This tab lists all of the tasks that have been assigned to you.
Store & Group Task: This tab lists all of the tasks that have been assigned to your group or your store.
Assigned by You: This tab lists all of the tasks that you have assigned. You can look at this tab to see what assignments you have given that have yet to be completed.
Show Completed: With this box checked, all tasks will be shown even if they have been completed. With this box unchecked, only pending tasks will show.
By right clicking on any of the tasks, a popup menu will be displayed with the following options:
Marked Completed: This option marks the task as completed. You will be prompted to enter completion notes. If the task assignor selected Notify When Completed, these completion notes will be emailed to that person.
Edit to Do; This option allows you to edit that task. It is only available for tasks assigned by you.
Update Reminder: This option sets the requested reminder date for the task. The date entered by the task creator is the date that the task needs to be completed. You can set the reminder date to any date. it is used for the system to remind you that you have a task pending. If it is going to take you a week to do the task, the you probably want to reminder date at least a week before the task due date. When you are notified that you have a new task assigned, the first thins, you should do is set the reminder date so the system won't notify you again about the task until that date.
New Task: This option will allow you to create a new task for yourself or others. This is also located at the top of the Task List screen. When you click on this option, a screen similar to this will be displayed.
The new task can be assigned to one employee, multiple employees, a group of employees, to a particular store, or all the above.
Employee Select: to select an employee, click on the Select button. You will then see a screen similar to the following:
By default all active employees will be listed. You can optionally list only employees from a particular store or from a particular group. In either case, left click the employee name to select that employee or click All to select all employees shown. Once you have the desired employees selected, the OK button.
Group Select: The task can also be assigned to a particular Group. Simply select the appropriate Group from the drop down box.
Store Select: The task can also be assigned to a particular Store. Simply select the appropriate Store from the drop down box.
Contract: The task can also be assigned to a particular Contract. Simply enter the contract number. You will be able to view the task from the at contract's processing screen as well.
*Note: If you select all the employees from a Group, each, employee will have their own copy of the task. If you select only the Group or Store, then only one task is created and anyone within the Group or Store can complete the task. In other words, if each employee has to complete the task, use the Select employee option. If the task just needs to be completed once, then sue the Group or Store selection.
Description: After the task assignment has been completed, enter a generic summary description of the task.
Due Date: This is the date the task is due.
Notify When Complete: With is option checked, whenever the task is completed, an interoffice email is sent to you with the completion notes entered by the employee.
Frequency: The task can be set to reoccur on a set frequency such as daily, weekly monthly, etc. When a task is set to reoccur, once the task has been marked completed, a new task will be created with a due date of the original date plus the frequency (for example a week later).
Task: Enter the detail information about the task.
Print Tasks: This option allows you to print all task assigned.