Internal deadline tracking and reminders

Purpose

1.1. Ensure that all internal project deadlines for aerial photography work—such as pre-flight planning, site permissions, shooting sessions, file delivery, post-production, and client review—are systematically monitored and communicated.
1.2. Automate creation, tracking, and escalation of deadline reminders for staff, pilots, photo editors, and managers, reducing risk of missed deadlines, project delays, or non-compliance.
1.3. Facilitate dynamic adjustment of schedules based on real-time job changes or completion, maintaining up-to-date workflow visibility for all stakeholders.

Trigger Conditions

2.1. New project or task assigned with associated deadlines entered in scheduling or project management system.
2.2. Deadline approaching (hours/days before, as specified per project type or staff role).
2.3. Task status updated (e.g., marked as in progress, completed, or overdue).
2.4. No status update/action detected within a defined interval after deadline.
2.5. Manual override or external trigger (e.g., email with updated project scope, API call from ERP).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Programmable SMS; Configure phone number, message template, and recipient; Sample: Set trigger to send "Reminder: Site shoot scheduled in 12 hours" to pilot when 12-hour threshold is reached.
3.2. SendGrid
• Feature/Setting: Transactional email API; Set up automated email triggers linked to deadline fields in project database, e.g., send “Deliver final edits in 24 hours” to photo editor.
3.3. Slack
• Feature/Setting: Incoming Webhooks or Reminders; Configure scheduled message to team channel when project step deadline nears.
3.4. Microsoft Teams
• Feature/Setting: Scheduled messages/API notifications posted in relevant channel when milestone due date is within custom range.
3.5. Google Calendar
• Feature/Setting: Calendar API with event reminders; Attach customizable notifications to calendar events labeled with project phases.
3.6. Outlook Calendar
• Feature/Setting: REST API; Set calendar events with timed popup and email reminders tied to internal deadlines.
3.7. Trello
• Feature/Setting: Due date reminders via Power-Up/API; Automatically notify card members X days before card due date.
3.8. Asana
• Feature/Setting: Task due date reminders; Configure webhook to trigger reminder emails or integrations.
3.9. Monday.com
• Feature/Setting: Deadline notifications; Use automations to send alerts to assignees when a date column is nearing.
3.10. Jira
• Feature/Setting: Automation rule; Send Slack or email alert when issue due date approaches without completion.
3.11. Notion
• Feature/Setting: API or database reminders; Create recurring tasks to ping users based on project database deadlines.
3.12. ClickUp
• Feature/Setting: Automations; Trigger task or comment reminders when deadline is within defined threshold.
3.13. Salesforce
• Feature/Setting: Process Builder or Workflow Rules; Send email/SMS when a custom project object deadline is imminent.
3.14. Zoho Projects
• Feature/Setting: Reminder notifications; Automate deadline alerting for task owners.
3.15. Basecamp
• Feature/Setting: To-do due date reminders; Email users prior to task due date.
3.16. Airtable
• Feature/Setting: Automations; Trigger scheduled emails/SMS by parsing date fields in project records.
3.17. Todoist
• Feature/Setting: Task due date notifications; Push alerts to assignees' devices as deadlines approach.
3.18. HubSpot
• Feature/Setting: Workflow automation in Projects; Email alerts based on upcoming project milestones.
3.19. Wrike
• Feature/Setting: Notification settings/API; Schedule reminders for upcoming tasks or missed deadlines.
3.20. Google Sheets
• Feature/Setting: Apps Script/email triggers; Send email reminders when deadline date in sheet nears or passes.

Benefits

4.1. Reduces missed deadlines and enhances punctuality in aerial imaging deliverables.
4.2. Promotes team accountability and improves visibility into project status.
4.3. Frees staff from repetitive follow-ups, allowing focus on creative/technical work.
4.4. Enables rapid adaptation to changing project timelines or requirements.
4.5. Improves client satisfaction by ensuring professionalism and timely delivery of aerial photography projects.