Scheduled health and safety compliance reminders

Purpose

1.1. Automate the sending of scheduled health and safety compliance reminders, ensuring B&B staff and owners never miss mandatory safety checks, certifications, or compliance-related reporting.
1.2. Increase accountability and reduce manual errors by automating recurring notification flows for fire extinguisher checks, cleanliness audits, food safety reviews, gas/electrical certifications, and local government submissions.
1.3. Automate escalation to owners/managers when overdue, supporting automated compliance tracking through digital logs and alerts.
1.4. Support industry audit-readiness by maintaining a central, automated record of compliance event notifications.

Trigger Conditions

2.1. Automated time-based scheduling (e.g., every 30 days for fire safety, bi-weekly for kitchen checks).
2.2. Date-based triggers for expiring certifications automatedly checked against data source.
2.3. Conditional logic (if not acknowledged, repeat or escalate reminder automatically).
2.4. Manual or automated integration with third-party compliance management systems.

Platform Variants

3.1. Microsoft Outlook
- Feature/Setting: Power Automate — Automated calendar event reminders, automated email flows; configure Power Automate’s "Schedule - Recurrence" and “Send an email (V2)”.
3.2. Google Workspace
- Feature/Setting: Google Apps Script — Automated timed triggers, automating Gmail or Google Chat alerts linked to Google Calendar events.
3.3. Twilio
- Feature/Setting: Programmable SMS — Automated SMS reminders using the `Messages` API endpoint.
3.4. Slack
- Feature/Setting: Scheduled workflows — Automate scheduled messages via Slack Workflow Builder or Reminders API.
3.5. Mailgun
- Feature/Setting: Scheduled email campaigns — Automate email reminders using `messages` API with scheduled parameters.
3.6. SendGrid
- Feature/Setting: Marketing Campaigns — Automating automated email notifications using campaign scheduler.
3.7. WhatsApp Business API
- Feature/Setting: Automated template messages — Automate recurring reminders using `/messages` endpoint.
3.8. Zendesk
- Feature/Setting: Automated triggers — Automate ticket or task creation for compliance events via “Triggers” automator rules.
3.9. Asana
- Feature/Setting: Automated recurring tasks — Automator rule for recurring compliance checklist tasks.
3.10. Trello
- Feature/Setting: Butler Automation — Automating card due date reminders with custom Butler rules.
3.11. Microsoft Teams
- Feature/Setting: Scheduled messages — Automate Teams reminders using scheduled messages with Graph API or Power Automate.
3.12. Airtable
- Feature/Setting: Scheduled automations — Automate send email or Slack messages when a record’s date matches compliance schedule.
3.13. Zapier
- Feature/Setting: Scheduler + Email/SMS — Automate multi-platform compliance reminders on schedule trigger.
3.14. Calendly
- Feature/Setting: Automated event workflows — Automate reminder emails based on upcoming compliance deadlines in Calendly events.
3.15. Salesforce
- Feature/Setting: Process Builder — Automate compliance tasks and reminder notifications using time-based workflow.
3.16. HubSpot
- Feature/Setting: Workflow Automation — Automate scheduled internal email or SMS reminders for compliance checks.
3.17. Monday.com
- Feature/Setting: Automated recurring tasks — Automation recipes to auto-create compliance reminders.
3.18. Zoho CRM
- Feature/Setting: Workflow automation — Automate compliance email alerts and task reminders.
3.19. Pipedrive
- Feature/Setting: Automations — Automate scheduled activities for compliance by configuring recurring reminders or activities.
3.20. SAP SuccessFactors
- Feature/Setting: Automated reminders — Workflow notifications on scheduled compliance events.
3.21. Dropbox
- Feature/Setting: File request reminders — Automate reminder for staff to upload compliance documentation using file request reminders.
3.22. Notion
- Feature/Setting: Automated database reminders — Automate compliance task due dates via Notion’s database reminder functionality.

Benefits

4.1. Automates regulatory compliance and reduces risk of non-compliance through dependable, scheduled reminders.
4.2. Enables full compliance automation coverage across multiple communication channels (SMS, email, chat, task manager).
4.3. Eliminates manual reminder tasks, freeing staff time via automated systems.
4.4. Ensures long-term audit readiness by automating creation of an immutable record of notifications and acknowledgments.
4.5. Increases safety and legal compliance through automation, supporting peace of mind and reputation for B&Bs.