July 2026: Sales Portal - Stay alert with time-based notifications

Administrators can schedule notifications to run weekly or monthly at a chosen time, independently of collection-period dates. Reminders are sent only to tenants who have not yet submitted the required sales data, helping property teams improve compliance without creating multiple period-based automations.

What it is and why it matters

Time-Based Notifications make sales collection follow-up simpler and more targeted.

Instead of building separate reminders around individual collection periods, administrators can create a recurring schedule such as:

• Every Monday at 09:00.

• The fifth day of each month.

• A regular reminder for missing daily sales.

When the schedule runs, Sales Portal identifies non-submitters and sends them a reminder with a link to the sales collection page. This helps property teams:

• Reduce manual chasing.

• Avoid unnecessary reminders to tenants who have already submitted.

• Create more consistent collection routines.

• Reduce repetitive configuration across centres.

• Support daily, weekly and monthly collection workflows more effectively.

When to use this

Use Time-Based Notifications when reminders need to follow a regular calendar schedule rather than a collection opening or closing date. They are particularly useful for:

• Weekly follow-up on missing submissions.

• Monthly sales collection reminders.

• Daily sales workflows where recent gaps need to be checked regularly.

• Portfolio-wide campaigns using a consistent reminder pattern.

• Early intervention before missing data builds into a larger backlog.

Period-based notifications may still be more appropriate when a message must be tied directly to a specific deadline, such as a reminder three days before a collection closes.

How it works (high-level)

An authorised administrator configures:

• A weekly or monthly recurrence.

• The date or day on which the reminder runs.

• The sending time.

• The relevant sales collection scope.

• The criteria used to identify non-submitters.

• The period Sales Portal should look back across when checking for missing data.

At the scheduled time, Sales Portal checks the relevant submission records and sends the reminder only to users who still have required sales data outstanding.

The notification directs recipients to the main sales collection page so they can review and complete their submission.

Time-based reminders can be used alongside existing period-based automations. For example, a campaign could include:

• A notification when collection opens.

• A weekly reminder for non-submitters.

• A final deadline reminder before collection closes.

Best practice tips

• Match the reminder schedule to the collection frequency and tenant working patterns.

• Choose a sending time when recipients are likely to see and act on the message.

• Configure the look-back period carefully so that reminders reflect the correct missing data.

• Test the automation with submitted, partially submitted and non-submitted examples before wider use.

• Keep reminder wording clear, specific and action-oriented.

• Avoid combining multiple automations that send similar messages too close together.

• Review submission rates after launch and refine the schedule where needed.

• Use automated reminders as the first stage of follow-up, then focus manual chasing on tenants who remain outstanding.

• Disable older workaround automations once the new recurring schedule is working correctly.