Notifications
PM Assistant sends private messages to individuals and posts to your operations channel. All of it is internal. The buttons on these messages only open ClickUp.
End-of-Shift Time Check
When: Starting 30 minutes before a tracked person's shift ends, once a day. Private. It goes to every tracked person, not only those who are short.
What it contains:
- Hours logged today and the daily target
- If short: how much is remaining, and a reminder to log the rest before wrapping up
- If on target: a short thank-you
- A running timer, if one is on, with the task name
- A Track Time in ClickUp button
Action required: If you have unlogged work, log it. Otherwise none.
Catch-Up Note
When: In the morning, between 6:00 and 11:00 am your local time, if you logged nothing, or less than 80 percent of your daily target, on your last working day. Private. It is sent each morning, weekends included, until the time is logged or a new working day has passed, so a note about Friday can arrive on Saturday, Sunday and Monday.
What it contains:
- The day it is about
- Your hours, if you logged some, against your target
- A prompt to backfill, and a note that if you were out, no action is needed. If you were on a half day and logged nothing, the note mentions that
Action required: Log the missing time, or ignore it if you were out.
Weekly Deadline Check
When: Around midday on your last working day of the week. Private.
What it contains:
- Hours logged so far this week and the weekly target
- Whether you are on track, which means at least 60 percent of the target by then, or short, and by how much
- The deadline, which is end of day
Action required: If you are short, log the time before the end of the day.
Task Budget Exceeded
When: On the next five-minute check after a tracked person's running timer takes a task past its estimate. It applies only to tasks with an estimate and with a status of active or revisions. Private to the person on the task, plus a line in the operations channel.
What it contains (private):
- The task, its time estimate, the time spent with a percentage, and how far over it is
- A prompt to stop the timer and speak with your manager
- An Open in ClickUp button
What it contains (channel line): The person, the task with a link, the estimate, the time spent and the overage. The line is posted only if the private message was delivered.
Action required: Stop the timer and talk to your manager. The manager decides whether to re-scope, change the estimate or carry on. A task over its estimate with no timer running, or a task with no estimate, never triggers this alert. It appears only in the daily budget report.
Time Check for Yesterday
When: Once a day, every day including weekends, posted to the operations channel. At weekends it repeats the last working day.
What it contains:
- A line for each tracked person: time tracked against the day, no time logged, or out of office
- A tally of how many are OK, low, missing and out
Action required: Managers follow up privately with anyone low or missing.
End-of-Day Wrap
When: About 4:30 pm on weekdays, in the operations channel.
What it contains:
- A table of each person's hours logged, target and status: On Track, a shortfall, No Entries or OOO
- A team summary with how many are compliant, how many logged time and how many have no entries
Action required: Managers review. Informational for everyone else.
Weekly Time Report
When: Monday at about 9:00 am, covering the previous week, in the operations channel.
What it contains:
- A table of hours, target and status for each tracked person, with out of office people marked and their targets pro-rated
- A team summary of how many were compliant and the average hours
Action required: Managers follow up with anyone short.
Rounded Entry Warning
When: When time entries from the week have perfectly round durations, such as 15 minutes, 30 minutes or an hour, in the operations channel.
What it contains: A table of the person, the task, the description and the duration, noting that these may be estimated rather than tracked.
Action required: Managers can ask the person whether the time was tracked or estimated.
Daily Budget Report
When: About 8:15 am on weekdays, in the operations channel.
What it contains:
- Tasks scanned, and counts of tasks over budget, near budget and with no estimate
- Over budget means 100 percent or more of the estimate, and near budget means 90 to 99 percent
- Each task with time spent against its estimate and a link
- The scan covers one monitored space and tasks with a status of active or revisions, up to 1,000 tasks
Action required: Project leads open the linked tasks. Tasks with no estimate should get one.
Morning Ops Brief
When: About 8:15 am on weekdays, in the operations channel.
What it contains:
- Who is out of office today
- Tasks due today and on the next business day
- Overdue tasks
- Yesterday's time against targets, with a team tally
- Budget standing: over, near and no estimate
Action required: Read it to plan the day. Open any linked task that needs attention.