Automated Meeting Reminders Case Study

The Business Problem

Reminders only went out for meetings where a coordinator had remembered to tick a box. If the box was missed, nobody was reminded, and the coordinator often only found out when attendance was low. When a scheduled run did fail, there was little information to show what had gone wrong or which club had been affected.

The Solution

wildesoft.net changed the system so that every future meeting is booked in for reminders automatically, with no checkbox to forget. Meetings coordinators can preview a meeting and its reminder before it goes out.

The daily reminder job was reworked so that each club is handled separately. A problem with one club no longer stops reminders for the others, and each run is logged, so any failure can be traced to the club and meeting concerned. The same daily schedule also checks for reminders that were not sent and for meetings whose attendance has not been updated.

The Result

Members and visitors are reminded about every meeting, every time, without coordinators having to remember an extra step. When something does go wrong, it is visible and quick to put right, so clubs can rely on the reminders to keep attendance up.

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