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SHHA Reminders

SHHA Reminders

SHHA Reminders is the Sandia Heights Homeowners Association tool for sending automated reminder emails for meetings and events.

The app does not replace Outlook, Teams, or Google Calendar. Office staff should keep creating and editing meetings in the existing calendar system. SHHA Reminders reads events from the Microsoft 365 calendar for admin@sandiahomeowners.org, then uses its own reminder rules, recipient groups, and email templates to send the right nudge at the right time.

Production URL: https://reminders.sandiahomeowners.org

Who Can Log In

Any valid Microsoft account ending in @sandiahomeowners.org can log in.

The app uses Microsoft sign-in. There is no shared app password, which is good because shared app passwords tend to become office folklore with a login prompt attached.

What Calendar Events Appear

SHHA Reminders reads events from the calendar for admin@sandiahomeowners.org.

To make a meeting appear in SHHA Reminders:

  1. Create or edit the meeting in Outlook or Teams.
  2. Invite admin@sandiahomeowners.org to the event.
  3. Open SHHA Reminders.
  4. Click Sync Calendar.

If the meeting is not on the admin@sandiahomeowners.org calendar, it will not appear in SHHA Reminders.

What The App Does

SHHA Reminders lets staff:

  • View upcoming synced calendar events.
  • Attach reminder rules to individual events.
  • Attach reminder rules to recurring meeting series.
  • Manage recipient groups.
  • Manage email templates.
  • Send test emails for templates.
  • View upcoming scheduled reminders.
  • View logs as sending automation is expanded.

Basic Workflow

  1. Confirm the meeting exists in Outlook or Teams.
  2. Confirm admin@sandiahomeowners.org is invited.
  3. Open SHHA Reminders.
  4. Click Sync Calendar.
  5. Open Set Up Reminders.
  6. Select the event.
  7. Choose whether the rule applies to All Future occurrences or This Event only.
  8. Choose when to send the reminder, such as 7 days before or 1 day before.
  9. Choose the recipient group and email template.
  10. Click Add Reminder Rule.
  11. Use Send Test before relying on a new or edited template.

Recurring events, such as regular Board meetings, can have rules that apply to all future occurrences. Ad-hoc meetings can have one-time reminder rules.

Recipient Groups

Use Recipient Group to manage lists of email recipients, such as Board, committee members, office staff, or CPC members.

Reminder rules send to recipient groups, not to one-off typed addresses. This keeps the reminder rule tidy when people rotate on or off a committee.

Templates

Use Templates to manage the text of reminder emails.

Templates support variables, including:

{{event.subject}}
{{event.date}}
{{event.time}}
{{event.location}}
{{event.joinUrl}}

Those variables are replaced with details from the selected calendar event when the email is sent.

Example:

Hello,

This is a reminder that {{event.subject}} is scheduled for {{event.date}} at {{event.time}}.

{{event.location}}
{{event.joinUrl}}

Thank you,
SHHA

The link comes from the Microsoft calendar event. If a Teams link is missing from a reminder, check the original Outlook or Teams event first.

CPC And Irregular Meetings

For irregular meetings such as CPC meetings, the recommended workflow is:

  1. Manually create the event in Outlook or Teams.
  2. Invite admin@sandiahomeowners.org.
  3. Sync SHHA Reminders.
  4. Use a reminder rule for the matching event or meeting title.

The Microsoft calendar remains the source of truth.

Important Operating Rules

  • Do not create events directly in SHHA Reminders.
  • Change meeting dates, cancellations, titles, and Teams links in Outlook or Teams.
  • After changing calendar events, click Sync Calendar in SHHA Reminders.
  • Use Send Test before relying on a new or edited template.
  • Keep recipient groups up to date.

Troubleshooting

Event Does Not Appear

Check:

  • Was admin@sandiahomeowners.org invited?
  • Has the app been synced?
  • Is the event within the configured sync window?
  • Is the event on the Microsoft calendar, not only Google Calendar?

Reminder Email Looks Wrong

Check:

  • The selected template.
  • The calendar event title, date, location, and Teams link.
  • The recipient group.
  • Send a test email.

User Cannot Log In

Check:

Emails Are Not Sending

Ask IT to check Microsoft Graph mail permissions, the admin@sandiahomeowners.org sending mailbox, and whether the Microsoft Entra client secret has expired.

Ownership

Office staff own:

  • Calendar event creation and edits.
  • Reminder rules.
  • Recipient groups.
  • Email templates.
  • Test sends.

IT owns:

  • Hosting.
  • Microsoft Entra app registration.
  • Graph permissions.
  • Docker deployment.
  • Backups.
  • Secrets and environment configuration.
  • Caddy/reverse proxy configuration.
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