Reminder workflow for instructor timesheet submissions

Purpose

1. Automate the process of reminding instructors to submit their timesheets within specified deadlines for accurate payroll, compliance, and reporting.

2. Automates tracking pending timesheet submissions to reduce manual follow-ups, ensuring no missed or delayed reporting cycles.

3. Automates escalation reminders for non-compliance, supports payroll accuracy, and maintains audit trails for program administration.

4. Automates notification customization based on instructor roles, deadlines, and submission histories across multiple campuses or remote settings.

Trigger Conditions

1. Automates triggering on a set weekday, at specific times (e.g., every Friday, 4 PM).

2. Triggers when the timesheet submission status is incomplete in the database by deadline.

3. Automates escalation if original reminder not acted upon within 24/48 hours.

4. Automates checks against instructor lists pulled from HR or program management systems.

Platform Variants and Automated Configuration

1 Microsoft Outlook

- Feature/Setting: "Automated Recurring Email" — set rules for scheduled reminders, integrate with calendar events.
- Sample: Set up Power Automate flow: Condition: Timesheet status incomplete → Action: Send reminder email.

2 Google Workspace (Gmail + Calendar + Sheets)

- Feature/Setting: Google Apps Script to automate reminders based on Sheet status and Calendar events.
- Sample: Script scans Sheet for incomplete, then uses GmailApp.sendEmail().

3 Slack

- Feature/Setting: Scheduled reminders via Workflow Builder or Remind command.
- Sample: /remind #instructors "Submit timesheets" every Friday at 4 PM.

4 Twilio SMS

- Feature/Setting: Programmable Messaging API; automate text reminders based on database triggers.
- Sample: POST to /Messages.json with to=instructor_phone, body=”Submit timesheet by 5 PM.”

5 SendGrid

- Feature/Setting: Automated email campaign via API, triggered by API endpoint or webhook from data source.
- Sample: POST to /mail/send endpoint with dynamic templates.

6 Salesforce

- Feature/Setting: Workflow Rule or Process Builder with “Email Alert” action for timesheet reminder.
- Sample: Trigger on timesheet object where status = incomplete, action = email instructor.

7 HubSpot

- Feature/Setting: Automated sequences and workflow automation for follow-up tasks.
- Sample: Enrollment trigger = incomplete timesheet property; action = send reminder email.

8 Asana

- Feature/Setting: Rule automation — create task or comment/reminder automatically.
- Sample: If task status = pending, auto-assign reminder subtask.

9 Monday.com

- Feature/Setting: Automations — "When status changes to incomplete, notify assignee.”
- Sample: Automated board notification setup.

10 Notion

- Feature/Setting: Database reminder automator with date and status property filter.
- Sample: Integration via Notion API sends reminder when due date approaches and status incomplete.

11 Zoho People

- Feature/Setting: Custom reminder automation through workflow settings.
- Sample: Trigger reminder based on “not submitted” status on timesheet module.

12 Airtable

- Feature/Setting: Automations — set scheduled check and send email using Send Email action.
- Sample: If timesheet status is not “submitted” by check, automated email sent.

13 Trello

- Feature/Setting: Butler rule automation — remind card members if card/instructor-related checklist item incomplete.
- Sample: Command: “Every Friday at 4 PM, find cards with timesheet label not complete, @mention member.”

14 Mailgun

- Feature/Setting: API for scheduled bulk email automator, using stored templates and instructor list.
- Sample: Schedule messages where submission status = incomplete.

15 Smartsheet

- Feature/Setting: Automations — alert users based on cell value (incomplete timesheet).
- Sample: Set conditional workflow, alert assigned user if not submitted.

16 ClickUp

- Feature/Setting: Automate tasks and reminders with “Automations” panel.
- Sample: When custom field “Submission” is incomplete, create reminder comment.

17 ActiveCampaign

- Feature/Setting: Automated email sequences, triggered by tag/property.
- Sample: Tag = timesheet not submitted, send workflow reminder email.

18 Pipedrive

- Feature/Setting: Activity-based workflow automations.
- Sample: If deal (represents instructor) field is “pending timesheet,” generate email.

19 Intercom

- Feature/Setting: Custom bots trigger outbound messages or emails.
- Sample: Segment = instructors with unsubmitted timesheet, bot sends reminder.

20 Microsoft Teams

- Feature/Setting: Scheduled message via Power Automate and Teams connector.
- Sample: Automated message to instructor or group chat if timesheets not marked as complete.

Benefits

1. Automates compliance with deadlines, reducing manual oversight and errors.

2. Ensures instructors automatedly receive timely, persistent reminders.

3. Centralizes and automates audit logs for submissions, supporting transparency and reporting.

4. Automates escalation for non-compliance, supporting effective program management.

5. Saves administrative time, increasing overall operational productivity via automation.

6. Supports multi-channel automated outreach (email, SMS, chat), increasing response rates.

7. Enhances program integrity and automates reporting accuracy in adult literacy administration.