Reminders

Settings → Reminders is where every reminder CleverOps sends is configured. Before, reminder settings were split across two pages — invoice and quote cadences lived under Billing, while the fleet and compliance digest lived on the Response page — so nobody could answer "what do we send, and to whom?" without visiting both.

The page has two views, split by who receives the email:

View	Goes to	Addressed by
Fleet, staff & firearms	Your own staff	The recipient list you build here
Customer reminders	The customer on an invoice, quote, job or document	The record itself — no list to maintain

That split matters: an invoice already knows which customer it belongs to, so there is nothing to choose. A firearm licence expiry doesn't know who in your company handles firearms — so you tell it.

Who can see what

The two halves have different permissions. Fleet, staff & firearms needs Manage VCR. Customer reminders needs Manage billing or Manage service. If you only hold one, you'll see that half and a short note in place of the other.

Who gets reminders

This is the recipient list. Each row is one email address and the set of topics that address receives.

Previously there was a single fleet contact email for the whole control room, so the fleet manager, the armoury officer and HR all shared one inbox — or only one of them was on it. Now each person subscribes to just the things they handle, and the weekly email is assembled per person containing only their sections.

Adding someone

1. Go to Settings → Reminders → Fleet, staff & firearms.
2. Click + Add another.
3. Enter their email, and optionally a name so the list is readable later.
4. Click the topic pills to choose what they receive. A ticked pill is highlighted.
5. Add more people the same way, then click Save changes.

The topics

Topic	What it covers	When it sends
Vehicle renewals	Licence disc, roadworthy, insurance, next service date	Weekly
Service by mileage	Vehicles within 1 000 km of their service reading, or past it	Weekly
Firearms	Firearm licence expiry, cleaning due, expiring firearm documents	Weekly
Staff compliance	PSIRA, firearm competency, driver's licence, expiring staff documents	Weekly
SAPS applications	A tracked firearm licence or competency application changing status at the Central Firearms Register	Immediately, not weekly
Idle assignments	Assigned vehicles with no check, trip or fuel log for weeks	Weekly
Damage & check alerts	Whatever your vehicle-check action rules match	Immediately, not weekly
Decisions waiting on you	Approvals that are holding someone else up, with a link to decide	Immediately, not weekly

Three of these never appear in the Monday digest. SAPS applications, Damage & check alerts and Decisions waiting on you each send on their own, within about a minute of whatever triggered them.

A new recipient starts ticked for the five weekly topics and SAPS applications. Damage & check alerts and Decisions waiting on you are left unticked — those interrupt, so opting in should be deliberate.

"SAPS applications" is not the Renewal applications card below

The two share a word and mean different things. Renewal applications, further down this page, is a manual log — you type the reference in and set the status yourself. The SAPS applications topic is about firearm licence and competency applications that CleverOps tracks automatically against the Central Firearms Register; those live under Response → Equipment → Firearms → Applications. Ticking the topic changes nothing about the manual log.

Turning someone off

Untick Active to stop sending without losing their topic choices — useful for someone on leave. Use Remove to delete the row entirely. Neither affects reminders already sent.

Weekly digest

Controls the Monday-morning email itself.

• Look ahead (weeks) — how far forward to report. Default 6.
• Weekly digest on — the master switch for the whole control room.
• Send a sample to — type any address and click Send sample to see exactly what the email looks like, with your real data. The sample always contains every section regardless of topic subscriptions.

If the digest is on but nobody is subscribed, the card says so — that combination sends nothing.

Recipients with no weekly topics

Someone subscribed only to the immediate topics — SAPS applications, Damage & check alerts, or Decisions waiting on you — correctly receives no Monday email. They are not skipped by mistake.

Renewal applications

When you apply to renew a firearm licence, a firearm competency, a PSIRA registration or a driver's licence, log the application here.

This exists because compliance reminders had no memory of work already done. An expiring firearm licence was re-sent every Monday until the date passed, whether or not you had already applied — and the SAPS reference number lived in somebody's notebook.

Logging an application does two things:

1. The item moves out of the digest's chase-this tables into a section headed Applied — awaiting outcome, showing the authority, the reference number and how long it has been open.
2. The reference is stored where the next person can find it.

Logging one

1. Click + Log an application.
2. Under What is being renewed, pick the item. One list covers people, firearms and vehicles — each entry reads who or what it belongs to, what it is, and when it expires, so the subject and the renewal can't be mismatched.
3. Set the authority (SAPS, PSIRA, NaTIS or Other) — it pre-selects itself from the kind of thing you picked — enter the reference number from the receipt, and the date you submitted it.
4. Optionally set expected back by and a note.
5. Click Log application.

Only things with an expiry date appear in the list; there is nothing to renew against otherwise. Superseded entries are excluded too, so you can never file against last year's certificate.

You can also do this without leaving the record you're looking at — see Firearms, Vehicles and Responders, where the same capture appears on the entry itself.

Tracking it

Each application shows how many days it has been open. Change the status dropdown as it progresses:

Status	Meaning	Still counts as open
Not yet submitted	Prepared but not lodged	Yes
Submitted	Lodged with the authority	Yes
In process	Authority has acknowledged it	Yes
Approved	Granted	No
Collected	Physically in hand	No
Rejected	Refused	No
Cancelled	Withdrawn	No

Moving to any of the closed statuses removes it from the awaiting-outcome section, and the underlying expiry goes back to being reported normally — so if the new licence date hasn't been captured yet, the reminder correctly resumes chasing it.

Tick Include finished applications to see closed ones.

Only one open application per item

A firearm can have one open licence application at a time. If you try to log a second, CleverOps tells you to close or update the existing one — otherwise the digest wouldn't know which reference to show.

Keeping PSIRA registrations current

The cards above decide who gets told about an expiry. This one decides how often CleverOps goes and asks PSIRA, on its own, without anybody remembering to.

PSIRA publishes no bulk service — every check is a single look-up of one person on their public register. So the schedule is built to make as few look-ups as it honestly can, and the card leads with the number that proves it: look-ups a working day.

How often each person is checked

The rule people expect is "check harder as the expiry gets closer". Half of that is right, and the expensive half is wrong: before the date, the register cannot tell you anything you don't already hold. Asking five times in somebody's last month returns the same record five times. The moment the answer can actually change is the day after expiry, when a renewal can appear.

So the schedule goes quiet on the way in and wakes up on the way out:

Where the person is	How often we ask	Why
More than a year from expiry	Every 6 months	Watching for a suspension, nothing else
Within a year	Every 4 months	Same
Within 6 months	Every 3 months	Same
About a month out	One look, then quiet	Catches an early renewal
The last fortnight	Not at all	We already hold the date
Just past expiry	Every 3 days, then weekly, then fortnightly	The renewal can now land
6 weeks past, still nothing	Stops	Asking again won't renew anybody
Not registered / suspended	Every 2 weeks	A live problem — we want to see it clear
No expiry on file	Every 3 months	Until PSIRA gives us a date

Two things adjust it further. A registration that comes back identical several times running is asked about progressively less often, up to a six-month ceiling. And if you fill in your name on PSIRA's register, anyone the register lists against a different employer is checked sooner — they may have moved on. Leave that box empty and the rule simply isn't used.

What it will never do on its own

Automatic checking can refresh a registration; it can never confirm one.

• It never confirms an identity. Locking a PSIRA number to a person needs somebody to read PSIRA's name first, because a mistyped ID matches a real other person. Registrations that have never been confirmed get one automatic look-up — enough to show you what the register holds — and then wait for you under "waiting on you" on the card.
• It never changes a PSIRA number or an ID number. If PSIRA answers with a different number than the one on file, checking stops for that person and the card flags it rather than overwriting anything.
• It never asks about a reference that isn't a plain number. PENDING, N/A or a placeholder like DEMO-2314001 is somebody's note to themselves — and stripped of its punctuation the last one looks exactly like a real registration belonging to a stranger.
• It never touches people who have left.

Not asking twice

A register entry is a public fact about a person, so CleverOps remembers the last answer for a few days and reuses it — across every control room, and for manual checks too. If you check somebody who was looked up recently you'll see "this is what PSIRA answered on <date>", with Ask PSIRA again now if you have reason to think it just changed. The same memory is why running Check everybody with PSIRA straight after an automatic run is largely free: rows it already holds are marked already looked up.

The switch, and when it pauses itself

Check registrations automatically turns the whole thing off for your control room; checking somebody by hand is unaffected. It runs on weekday mornings and afternoons, a few people at a time, never in a burst.

If PSIRA stops answering — or asks us to slow down — checking pauses itself and the card says until when. It resumes on its own; there is nothing to reset.

What can expire

The list of things a person, firearm or vehicle can hold — PSIRA registration, firearm competency, driver's licence, licence disc, roadworthy, insurance, contracts, training, medicals — is yours to extend. This card shows what's available, grouped by whether it's held by People, Firearms or Vehicles.

Standard kinds are shared by every control room and are shown for reference. Anything you add sits alongside them and is yours to manage.

Click a kind to open it. Each carries its warn and critical windows — how many days before expiry it starts reading amber, then red (PSIRA 60 / 14, firearm competency 90 / 14, a driver's licence 30 / 7) — and its sub-categories: PSIRA grades E to A (ranked, so a cover line can ask for at least Grade B), firearm types — handgun, shotgun, rifle, self-loading rifle (several at once: a person holds each as its own entry with its own expiry), licence codes, first-aid levels. Standard kinds can be changed only by CleverCam; your own are yours. The windows feed every expiry chip, the weekly email and the roster's warnings; the sub-categories are what a cover line can require and what a person's entry records.

Adding one

1. Click + Add something else.
2. Choose who holds it — People, Firearms or Vehicles.
3. Give it a name (for example, First aid level 3).
4. Optionally set renewed through — the authority that pre-selects when someone logs a renewal application against it.
5. Tick It expires if it has a renewal date. This is what decides whether it can appear in the weekly email; leave it unticked for something like a contract that simply needs to be on file.
6. Tick It has a number if you want to be prompted for a reference (a registration or policy number).
7. Set the warn and critical windows, and add sub-categories if the kind has them — tick Ranked when a higher one covers a lower (grades, levels) or Several at once when a person can hold more than one (firearm types).
8. Click Add.

It appears immediately in the picker on every record of that kind — no release, and nothing to ask CleverCam for.

Retiring one

Click the × on one of your own entries. It stops being offered on new records, but nothing is deleted: anything already captured against it keeps its name, its document and its reminders. Click undo to bring it back.

Vehicle check actions

Rules that send an email the moment a vehicle check reports something worth knowing about.

Vehicle checks have always flagged a run when a responder recorded body damage or raised the check after an accident — but the flag went nowhere. It tinted a badge inside one modal, which meant a damaged vehicle was only visible to whoever happened to open that vehicle's inspection history. These rules close that loop.

Adding a rule

1. Click + Add a rule.
2. Give it a name. This becomes the email subject, so write it the way you want it to read — for example Damage reported on a vehicle check.
3. Choose the trigger:

Trigger	Fires when
A checklist item is answered a certain way	A specific question comes back with an answer you nominate — e.g. Body condition — any new damage? is answered Minor or Major
Damage is marked on the body diagram	The responder dropped at least one mark on the vehicle diagram
An ad-hoc check is raised	The check was started outside a shift, for reasons you nominate (emergency, accident, missed item, other)
A check is submitted with required items blank	Required questions were skipped
A responder asks to skip the check	Fires on the bypass request itself, before anyone approves or denies it

4. For the first trigger, pick the checklist item and then the answers that should trip it. Only multiple-choice items can be matched — a tick or a photo has no answer to compare against.
5. Choose who gets it: a recipient group (everyone above who ticked that topic — usually Damage & check alerts), and/or one-off addresses for this rule only. At least one is required.
6. Click Add rule.

What the alert contains

The email leads with the rule name and what matched, then the vehicle and registration, the unit, the responder, the check type, the number of damage marks, the odometer and fuel reading, and when it was reported.

Pausing and deleting

Pause stops a rule firing without losing it. Delete removes it — alerts already sent are kept.

Delivery and retries

Alerts are queued the instant the check is submitted and sent within about a minute. If sending fails, CleverOps retries every 15 minutes and gives up after five attempts, so a transient email problem doesn't lose an alert and a permanently bad address doesn't retry forever.

Customer reminders

The second view holds the reminders that go to your customers. These are documented in full on their own pages:

• Automated reminders — overdue invoices, quote follow-ups, quote expiry, pre-debit notices and failed-debit notices.
• Job reminders — day-before and morning-of appointment reminders.
• Signature reminders — nudges for documents sent for e-signature but not yet signed, with a repeat interval and a maximum count.

These were previously under Billing → Config → Reminders. That sub-tab now links here.