Emails, texts and calls

Outside VirgilTrack, you hear from it by email, and sometimes by text message or phone call. This page shows what those messages look like, what their buttons and links do, and what to do when a link no longer works.

To choose what you get, see Choose your notifications.

What VirgilTrack sends you

Notifications about your work, such as a task delegated to you, overdue work or a review that is due. You choose which come by email or text.
Reminders that you or a colleague set with Virgil Copilot. These can come by email, text or phone call. See Reminders.
Messages from colleagues that they asked Virgil Copilot to send you straight away. See Messages a colleague sends through Copilot.
Tests that you ask for, to check that email, texts and calls reach you. See Check that they work.

The parts of a VirgilTrack email

Every email from VirgilTrack is laid out the same way, so you can see quickly what it is about and what to do.

Part	What it shows
Top	The VirgilTrack logo, and your organisation’s name and logo.
Label	A small label in capitals that says what kind of message it is, such as DELEGATED TO YOU, DUE TOMORROW or OVERDUE. Its colour matches how urgent it is, for example red for overdue work.
Heading	What the message is about, often the title of the task, risk or event.
Greeting	“Hi” and your first name, then one line that explains why you are getting it.
Details	A box of facts, such as Due, Priority, Initiative and From, and sometimes the description or comment in full.
List	In a summary email, one line for each item, with a link. A badge after an item shows its state, for example “3d late”, Overdue or Done.
Main button	What to do next, such as Start working on it, Open the task, Review the risk or Reply.
Footer	Why you got it, for example “You’re receiving this because of your “Overdue work” notifications in VirgilTrack.“, then Notification settings and, for most kinds, Stop these emails. Last come the contact details of Virgil Financial Services.

Buttons that act for you

Some email buttons do something in VirgilTrack for you, without opening the app first. For your safety, nothing happens just by opening the link: a page asks you to confirm, and acts only when you select its button. This is because some email security systems open every link in an email automatically.

Start a task from the email

When someone delegates a task to you, the email has a Start working on it button.

In the email, select Start working on it.

A page opens, “Start this task?”, that explains: “Mark “…” as in progress, so the person who delegated it can see you’ve started.”
Select Yes, I’m on it.

You see “You’re on it” and “… is now in progress.” Select Open the task to go to the task in VirgilTrack. The person who delegated it can now see that you’ve started. This only changes a task that hadn’t been started yet: if it was already in progress, blocked or finished, it stays as it is, even though the page says it’s in progress.

The Start working on it button works for 14 days after the email was sent. To start the task after that, open it in VirgilTrack. See Work on a task.

Answer the weekly check-in

On Friday afternoons, if you haven’t checked in that week, the “How was your week?” email lists five answers, from “A great week” to “A hard week”.

In the email, select the answer that fits.

A page opens, “How was your week?”, that asks you to confirm the answer for this week.
Select Save.

You see “Thanks for checking in” and the answer you chose. Only you can see it, unless you choose to share it. Select Add a note or share it to go further in VirgilTrack. See The weekly check-in.

The answers in the email work for 4 days.

Text messages

A text from VirgilTrack starts with “VirgilTrack:” and ends with a short link. For example:

VirgilTrack: Daniel Shikongo delegated a task to you: “Prepare the debtors age analysis”, due Fri 17 Oct. https://…/l/Ab3xK9q

Select the link to open what the text is about in VirgilTrack.
A short link works for 60 days.
Not every kind of notification can come by text. Your notification settings show which can.
Texts are never sent between 20:00 and 07:00 in your time zone. A text due at night waits until 07:00. See Quiet hours.

Phone calls

VirgilTrack phones you only for reminders, for a message a colleague asks Virgil Copilot to read to you, or when you ask for a test call. Other notifications never call. See Messages a colleague sends through Copilot.

When a reminder calls, a voice says “This is VirgilTrack with a reminder.” and reads the reminder. It then reads the whole message a second time, starting with “Again:”, and says “Goodbye.”

Reminder calls follow the same quiet hours as texts: a call due at night waits until 07:00. A colleague’s reminder can only phone you if you’ve allowed it. See Calls from reminders.

Messages a colleague sends through Copilot

A colleague can ask Virgil Copilot to send you a message straight away, by email, text or phone call. See Ask Virgil Copilot. These messages say who they are from:

Way	What you get
Email	The subject starts with “Message from” and the colleague’s name. The heading says “… sent you a message”, with the message underneath and an Open VirgilTrack button.
Text	“VirgilTrack, from …:” and the message.
Call	A voice says “This is VirgilTrack with a message from …” and reads the message.

Your colleague can’t text or call you this way between 20:00 and 07:00 in your time zone; Copilot tells them it’s night for you, and the text or call isn’t sent. They can only text or phone you if you have a verified mobile number and allow texts and calls. To let them phone you, tick Call on Reminders in Settings, then Notifications.

You won’t get the same message twice

VirgilTrack sends each notice once. For example, if a task is saved again without being given to someone new, no second email goes out.

If an email or text can’t be delivered at first, VirgilTrack tries again by itself, waiting a little longer each time. It makes up to six tries in all, over about eight and a half hours.

Stop or change what you get

To stop one kind of email, select Stop these emails at the bottom of the email, then Stop these emails on the page that opens. This also stops texts of that kind. See Stop an email from the email itself.
To change anything else, select Notification settings at the bottom of any email, or open Settings, then Notifications.

Emails about work delegated to you, and system notices, can’t be switched off.

When a link or button no longer works

The page says	Why	What to do
Link expired: “This button has expired. Open VirgilTrack to continue.”	The button is older than it is allowed to be: 14 days for Start working on it, 4 days for the weekly check-in.	Open VirgilTrack and do it there.
Link expired: “This link has expired. Open VirgilTrack to find what it pointed to.”	The short link in a text is more than 60 days old.	Open VirgilTrack and find the item there.
Link expired: “This link has expired. You can change notifications in VirgilTrack under Settings.”	The Stop these emails link is more than a year old.	Change the setting in Settings, then Notifications.
Not available: “This item no longer exists or isn’t yours.” or “This task no longer exists or isn’t assigned to you.”	The task was removed, or given to someone else.	Check your work on Tasks.

If something goes wrong

What you see	Why, and what to do
You don’t get emails from VirgilTrack.	Look in your spam or junk folder. Check that Email is switched on in Settings, then Notifications, then select Email me there to send a test.
You don’t get texts.	Your mobile number must be verified, Texts and calls switched on, and Text ticked for that kind of notification. See Add or verify your mobile number.
A text arrived hours after something happened.	It was due at night, so it waited until 07:00 your time. Check your time zone. See Set your time zone.
A button in an email opens a page but nothing changes.	Select the button on that page, such as Yes, I’m on it. Opening the link on its own never changes anything.