Using automatic reminders

Hallo,

ich möchte, dass mein Formular als täglicher Bericht für mein Team funktioniert. Ich möchte, dass meine Teammitglieder mittags ein Mail bekommen indem sie aufgefordert werden das Formular auszufüllen. Wenn sie es dann bis 18h immer noch nicht fertig befüllt haben, dann möchte ich, dass sie daran erinnert werden. Um 19h möchte ich täglich eine Auswertung per Mail bekommen.

Hi MichaelSchiestl,

Thanks for reaching out to Jotform Support. Unfortunately, our German Support agents are busy helping other Jotform users at the moment. I'll try to help you in English using Google Translate, but you can reply in whichever language you feel comfortable using. Or, if you'd rather have support in German, let us know and we can have them do that. But, keep in mind that you'd have to wait until they're available again.

Now, let me help you with your question. We do have a feature that you can check that allows you to send a reminder email based on a specific time. For more information, please check this user guide. If you want to receive emails from submissions at a specific time, please try using the Digest Email feature. You can find this Settings > Emails > Add new email > Digest Email. Here's a sample screenshot:

Give it a try and let us know how it goes.

Hi Vanessa! This sounds great! I have another question to the reminder. Let's say i want to send this form every day to every team member. How does the form recognize if the form got already filled by the recipient? Depending on this information, i would like to send another reminder. In my case i want to send every team member the form at 9am, so that they know they have to fill in the form. If the member is forgetting to fill in the form until 6pm i want to send him another reminder. If the member has already filled in the form, there is no further reminder necessary. How can i ensure such a behavior of the reminder?

Hi Michael,

Thanks for getting back to us. You can create multiple reminder emails to your form. If you want to send the first one at 9 AM and the second one before 6 PM. Let me show you how:

1. On the Form Builder page, in the orange navigation bar at the top of the screen, click on Publish.

2. In the Publish menu, click on Emails on the left side of the screen.

3. Choose the Schedule A Reminder Email option.

4. Then you can edit your Email Content, and add the Recipients.

5. In the Schedule tab, you can select 9 AM under Send Time, then click on Save.

Once you created your first Reminder Email, then you can create another one but this time you can select 5 PM, so your team members can receive another email to fill out the form. Let me show you how:

1. In the Email Settings, click on Create New Email Reminder.
2. Then, edit the Email Content and add the Recipient.
3. In the Schedule tab, you can select 5 PM under Send Time, then click on Save.

Regarding with your second question, if how does the form recognize if the form got already filled by the recipient? You will receive an Email Notification whenever someone filled out your form. You will see all the details like time and date on that email. But you can also view this information to your Jotform Tables.

If you want to prevent your team members from making multiple submissions in your form. You can enable our Unique Submission feature to your form. Let me show you how:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings and then click on Show More Options.
2. In the Form Settings menu, scroll down and select Check Cookies Only or Check Cookies and IP in the Unique Submission dropdown menu.

To avoid confusion, as for your other question, about if every member of your team need a paid plan, I've moved that to a new thread. You can check that out here.

We also have a guide about How to Set Unique Submissions on a Form that you can check out.

Let us know if you have any other questions.