Features & tools
Scheduling communications to owners in the software
Scheduling a communication means preparing a notice today that the software will automatically send at a set date and time, without the condominium manager having to remember it at the right moment. It is useful for instalment due date reminders, for recurring notices such as common-area cleaning, and to draft in advance communications that must go out during holidays or outside office hours. The feature reduces forgotten sends, spreads the workload over time and still leaves a record of what was sent, when and to whom. This guide covers when scheduling is worthwhile, how to set it up correctly and what to watch for with communications that have legal effects.
When to schedule instead of sending immediately
Not every communication should go out the instant you write it. A reminder about an instalment due date makes sense a few days before the deadline, not weeks in advance when you draft it. A notice about a water shutoff for planned works should reach owners the day before the work, so it stays fresh in their minds.
Scheduling is especially useful when you manage many buildings: you can devote a block of time to drafting all the week's notices and let the system send them at the right moment, each with its own date. This avoids the last-minute rush and reduces the risk of skipping a communication because you were busy elsewhere that day.
- Instalment due date reminders, to arrive a few days before the deadline
- Recurring notices such as planned maintenance or periodic cleaning
- Communications to send during holidays or office closures
- Sequences of reminders at regular intervals
Setting the date and time correctly
In the software a communication is prepared like any other: you write the subject and body, choose the recipients and, instead of sending immediately, you set the departure date and time. The system holds the communication in a queue and sends it by itself at the indicated moment, with no need to keep your computer switched on.
A practical tip concerns timing: communications are read better when they arrive during daytime hours, not in the middle of the night. Scheduling for early morning or early afternoon increases the chance the notice is opened the same day. With AmministraPro, scheduled sending still leaves a record of when the communication actually went out, so there is no doubt about whether it was sent.
Care with communications that have legal effects
Scheduling is convenient, but some communications have statutory deadlines and should not be left on autopilot without checks. The owners' meeting notice, under Article 66 of the implementing provisions of the Italian Civil Code, must reach recipients at least five days before the date set for the first call: if you schedule the send, make sure the departure date leaves enough margin for the notice to arrive in time.
The same applies to reminders to defaulting owners and to communications that open a response period: the scheduled send date must be consistent with the effect you want. It is good practice to review the queue of scheduled sends before important deadlines, so you can correct or bring forward a communication if circumstances change.
Traceability and editing queued sends
A scheduled communication is not a blind send: until it goes out, it remains editable or cancellable. If the meeting is postponed or the work is delayed, you can update the text or cancel the send before it reaches owners, sparing you a later retraction.
After departure, the software keeps the record of the send with date, time and recipients, valuable information if an owner claims not to have received a notice. This continuity between preparation, automatic sending and archiving of proof is what distinguishes a professional communication from a message sent in a hurry.
Integrating scheduling with the deadline calendar
The value of scheduling grows when it is linked to the building's real deadlines. If the software knows the dates of instalments, system inspections and meetings, it can suggest when to send the related reminders, saving you from calculating the lead days by hand each time.
AmministraPro lets you prepare communications and link them to upcoming events, so reminders automatically follow the management calendar. You can see all the communication features on the /funzioni page and assess which plan suits the number of buildings you manage on the /prezzi page.
Frequently asked questions
If I schedule a send, does my computer have to stay on?
No. Scheduled sending is handled by the software's server, not by your computer. Once you set the communication with a date and time, the system sends it automatically even if your device is off or you are out of the office. This is precisely the main advantage over a personal reminder, which would depend on your being present at the right moment.
Can I edit or cancel a communication I have already scheduled?
Yes, as long as the communication has not yet gone out it stays in the send queue and you can change its text, recipients or date, or cancel it entirely. This is useful when a meeting is postponed or work is delayed: you update the notice instead of having to send a later retraction. After departure, the communication has been sent and only its archive record remains.
Can I schedule the sending of an owners' meeting notice?
Technically yes, but the statutory deadlines require care. Article 66 of the implementing provisions of the Italian Civil Code requires the notice to reach recipients at least five days before the first call. If you schedule the send, check that the departure date leaves the necessary margin for the notice to arrive in time to all entitled parties, allowing for slower channels such as paper mail.
How do I know whether a scheduled communication was actually sent?
The software records the send with the actual departure date and time and the list of recipients reached. You can consult this record in the communications history: if an owner claims not to have received a notice, you have documentary proof that it went out, an important element in disputes over the timeliness or correctness of the information.
Is it worth scheduling reminders to defaulting owners?
Scheduling a sequence of reminders at regular intervals can help keep steady pressure on collection without having to remember every deadline. It is prudent, however, to review the queue before each departure, because the owner may have paid in the meantime: a reminder sent by mistake to someone who has already settled creates confusion and complaints. Periodic review of the queue avoids this kind of error.
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