Reminders

Open in VirgilTrack

VirgilTrack reminds you before your dates and when work slips, so nothing is forgotten. Most reminders come by email and as a notification in VirgilTrack; some can also come as a text message.

Reminders at a glance

Reminder	Who gets it	When
Event coming up	Everyone an event is assigned to, by name or through their department.	7, 3 and 1 days before the event, at 09:00, and on the day, one hour before it starts.
Risk review due	The risk’s responsible people, or the person who recorded the risk if nobody is responsible.	7, 3 and 1 days before the review, at 09:00, and on the day, one hour before the review time. See Risk reviews and reminders.
Control review due	The control’s responsible person.	The same: 7, 3 and 1 days before, and one hour before. See Risk reviews and reminders.
Due tomorrow	Anyone with work due the next day.	Monday to Friday, at 07:30.
Overdue	Anyone with work past its due date.	Monday to Friday, at 08:00.
Work you delegated	Anyone who delegated tasks that are overdue, or were finished in the past week.	Mondays, at 08:15.
Weekly report	Staff who haven’t submitted their weekly report.	Fridays at 14:00, and Mondays at 08:30 if last week’s report is still open. See Your weekly report.
Team report	Managers whose report for last week isn’t submitted.	Mondays, at 09:00. See Review your team’s reports.
Quarterly review	The CEO and department managers.	7 days before each quarter of the financial year ends, and 3 days after. See Strategy and execution.
Reminder	Whoever you, or a colleague, asked Virgil Copilot to remind.	When you asked. See AI assistant.

The Due tomorrow and Overdue emails list all your work together, rather than sending one email for each piece of work.

The times in this table follow VirgilTrack’s own clock, not the time zone in your settings. Only reminders you ask Virgil Copilot for follow your time zone, and so do quiet hours for texts and calls. See Set your time zone.

Event reminders

When an event is coming up, VirgilTrack reminds everyone assigned to it: each person assigned by name, and every member of each department assigned to it. The person who added the event isn’t reminded, unless they are assigned to it themselves.

When	Email subject	Notification
7, 3 and 1 days before, at 09:00	“Coming up” with the day and the event’s name, for example “Coming up Tuesday 3 Nov: Budget committee meeting”	Coming up
On the day, one hour before it starts	“Today at” with the time and the event’s name, for example “Today at 10:00: Budget committee meeting”	Today

The email gives the day and time, and the type of event. Its Open in VirgilTrack button opens the event’s panel. When you close it, VirgilTrack takes you to your home page. See Events and calendar tasks.

On the day, you can also get a text message, for example “Today 10:00: “Budget committee meeting”“. Texts are off at first: switch them on for Due tomorrow in your notification settings. See Choose how reminders reach you.

Reminders are sent for every event on those days, even one that has been marked as done or archived.

VirgilTrack plans each day’s reminders at midnight. An event added later that day misses that day’s reminders: one added for later today gets no reminder, and one added for tomorrow gets only the reminder an hour before.

Risk and control review reminders

Risk review and control review reminders follow the same pattern as event reminders. Risk review reminders stop once the risk is marked as mitigated. Control review reminders come even when the control is already implemented, so you can check it still works.

For what each email says, and how review dates move on, see Risk reviews and reminders.

Work due tomorrow

Each weekday morning, at 07:30, VirgilTrack emails you about your work due the next day:

strategy tasks given to you,
risk controls you are responsible for, on their implementation deadline,
calendar tasks assigned to you by name, on their end date.

Work that is already done, implemented or archived isn’t included.

The subject is “Due tomorrow:” and the work’s name, or, for example, “3 things are due tomorrow”. The email lists each piece of work with what kind it is. Its button is Open it for one item, or See your work for several.

This reminder comes by email only.

Overdue work

Each weekday morning, at 08:00, while you have work past its due date, VirgilTrack sends you one email that lists all of it: strategy tasks, risk controls and calendar tasks assigned to you by name.

The subject is “Overdue:” and the work’s name, or, for example, “4 items are overdue”.
Each piece of work shows when it was due and how many days late it is, for example 6d late.
The button is Open it for one item, or Open the first one for several.

On a day when something became overdue the day before, you also get a notification in VirgilTrack, and a text message such as “Overdue since yesterday: “Submit the procurement plan”“, if your settings allow texts.

The email suggests what to do: “If the date no longer makes sense, reschedule it with a reason on the task: the person who delegated it is told.” See Ask for more time.

Work you delegated

Every Monday at 08:15, if you delegated tasks that are now overdue, or that were finished in the past week, you get one email: “Work you delegated: 2 finished last week, 1 overdue”. It lists each task, with who has it and whether it is Overdue or Done. Its button, See work records, opens the work record. See Your work record.

Choose how reminders reach you

Open Settings, then Notifications. Each reminder belongs to a notification, listed with tick boxes for Email, Text and Call. See Choose your notifications.

Reminder	Notification in your settings	Group
Event coming up, risk review due, control review due, due tomorrow	Due tomorrow	Your work
Overdue	Overdue work	Your work
Work you delegated	Work you delegated (weekly)	Reporting
Weekly report	Weekly report reminders	Reporting
Team report	Team report reminders (managers)	Reporting
Quarterly review	Quarterly reviews (CEO and heads)	Strategy and risk
Reminders from Virgil Copilot	Reminders	Your work

Some things to know:

The tick boxes only change emails, texts and calls. Where a reminder also comes as a notification in VirgilTrack, that notification can’t be switched off.
Emails for these reminders are on at first. Untick Email to stop them.
Texts need the Text box ticked for that notification, a verified mobile number, and Texts and calls switched on under How VirgilTrack may contact you. See Add or verify your mobile number.
No texts at night. Texts and calls never happen between 20:00 and 07:00 your time; they wait until the morning.
Event, risk review and control review reminders are only sent while Email is switched on under How VirgilTrack may contact you. If you switch it off, you don’t get these reminders at all, not even in VirgilTrack.

If something goes wrong

What you see	Why	What to do
You got no reminder for an event.	You aren’t assigned to it, by name or through your department. Or Email is switched off under How VirgilTrack may contact you. Or the event was added on the day it happens.	Open the event and check Assigned to. Check your notification settings.
You keep getting an Overdue email about a meeting that’s over.	The meeting is a calendar task that hasn’t been marked as done.	Open it in the calendar and mark it as done. See Events and calendar tasks.
You got a reminder for an event that was archived.	Reminders are sent for every event on the calendar, whatever its state.	Ignore it.
You don’t get texts.	Texts are off for that notification, Texts and calls is off, or your mobile number isn’t verified.	Check Settings, then Notifications.
A text came in the morning, not when it was sent.	Texts wait until 07:00 your time.	Nothing to do.
No reminder came on a Monday for work due that day.	Due tomorrow isn’t sent on Sundays.	Check the Tasks page and the calendar on Monday mornings.