Slack is a cloud-based team collaboration tool. It brings all your communication together in one place by including real-time messaging, archiving and search for modern teams. More infos about slack

Integrate your zistemo account with Slack

If you have a Slack account, you can integrate your zistemo account with it, so you can easily receive live updates about your business, such as:

– staff member start/pause/stop work
– client has opened your invoice/estimate email, has reviewed or invoice/estimate in his zistemo account or has added a note (reply) to invoice/estimate you’ve sent
– new client was created
– invoices/estimate are send;
– clients accept estimates
– payments drop in and whether the payment is full, partial or with a cash discount;
– item is at reorder level;
– whenever if you want to receive a reminder for the validity of your estimates.

To integrate zistemo with Slack, just go to “Settings” -> “Reminders & Notification” -> “Slack Integration” block ->  turn on “Slack Integration” and press “add channel”:

Next, choose which kind of notifications from zistemo you would like to see in your Slack room and click “Connect to Slack”.

Enter your workspaces URL and “continue”

After the successful integration, you can change and update the “Slack notifications” settings at any time by clicking the pencil icon to edit.

If you wish to change some integration details, just change them as you wish and press update:

Also, you can add as many channels as you want by clicking “Add channel”. You are also able to delete each channel by clicking on the trashcan icon:

Add Projects to Slack

Zistemo allows to integrate projects with Slack. To do so go to update/create a project.

In this case, you will be able to view in the Slack room when staff members assigned to a project start/pause/stop working (timer) on their tasks. On every project that’s integrated with Slack, you can see the name of the Slack channel where that project’s activities are shown:

Direct messages to Slack

You also have the option to ‘Sign in with Slack’ on your profile –  available for each staff members.

If the user chooses his direct Slack channel here – then you, as an account owner (or admin) will be able to send messages from zistemo to this user via Slack. This will be very useful if you are using the timesheet approval feature, if you want to use Project Escalation Messages or if you want to use the Flex-time Escalation Rules from the Attendance Time Module.

The user should click ‘Sign in with Slack’, choose his personal channel or group channel and click ‘Authorize’.

As Account Owner and Admin you able to see at the “staff” page, which of your staff-members are connected to slack (Grey = Slack integration is disable, Color Logo = Slack integration is enable). You can add or delete the slack connection by just clicking on the slack symbol:

How does it work?

If you are using the timesheet approvals (more here) – on the approvals page you can send a direct message to the staff member

or on the weekly timesheet of the member (where you can approve his hours):

On the popup window write your message to the user and check ‘Send to Slack’.
Click ‘Send’, and this message will appear in the Slack channel chosen by the member on his profile.

You can also get Vacation requests sent for approval into Slack. Just click the link and it will get you directly to the vacation request.

Flex time Escalation Rule

If you are using the Attendance Time Module you can set up escalation messages for the staff. Doing so, you can decide on which channel they receive these escalation messages. On of them is slack. If you want your staff members receiving flex-time escalation messages via slack, please make sure that 1) the direct messaging though slack is active for that user and 2) the option Messenger is selected on the Flex-time Escalation Rules Settings:

Learn more about Flex-time Escalation Rules →

Project Escalation Rules

If you are using Project Escalation Rules you can send the messages via slack. Just select slack as a channel and the messages will be sent via slack:

Learn more about Project Escalation Rules →

Payment Reminders

You can set up automatic payment reminders that will be sent to your clients if an invoice is overdue. If you want to know more about how to set up automatic payment reminders please click here.

Further, you can activate “Always CC me on payment reminders”. That means, that everytime the system send a payment reminder it puts you into CC.
Also, you can add the account owner into CC if a payment reminder will be send. It’s “Always CC {account owner name} on payment reminders”
Additionally, you can disable that admins and account owner always receiving reminders about late payments (active by default)

Time Tracking Reminder

Another reminder you can activate is the “Hours Reminder”. This one is used if users log less than x hours per day/week.

In the field “Select User or Role”, chose a specific staff member or role (admin, leader, member, capture data) who should receive this reminder. Enter the number of hours in the “Hours” field – if the user will log less than this amount, he/she will automatically receive this reminder. Next, choose whether these hours are for a week or for a day.

Click “Add this rule” to activate it. You can add as many rules as you wish. Also, you can switch any of them on or off at any time.

If you select a weekly reminder, the reminder will be sent on the first day of the week, regarding to your company settings

Your staff members will receive the following reminder:

Weekly Timesheet Reminder

If you enabled the “Approve timesheets” feature (more here),  you can switch on the weekly timesheet reminder. In this case, you can customize automatic email reminders which will be sent to your staff, reminding them to submit their hours for approval.

Here, you can choose a day and time when these reminders have to be sent to those who haven’t yet submitted their timesheet for your approval. You’re free to customize the email as much as you want, e.g. change the subject and the body of this reminder. After clicking on the “Save” button, it will be enabled.

You can also include the current week to the reminder, so your team will receive the reminder e.g. on Friday of the current week.

Estimate Reminder

You can set up estimate reminders to send automatic reminders to specific staff-members/roles before the estimate is no longer valid. Choose the role or staff and add the days the reminder should be sent before the estimate is invalid.

by default the estimate reminder will be sent via the system bell. But you can also add the estimate reminder to your slack. Learn more about how to integrate slack to zistemo.

Please note that estimate reminders won’t be sent via Email.

Slack Integration

You can several notifications and reminders that will be sent to your slack channel.

Click here to find step-to-step how to add zistemo notifications to slack

Project Assignment Notification

You can set up that all users will receive a message when they were assigned to a project or when they were removed from a project. You select if they should be received via Email, Slack or the Bell Notification.

By default, all staff members will be receiving a notification. But you can manage these notification individually for each staff member on the staff details. Click here to learn more on how to manage project assignment notifications individually 

Mileage Notification

Set up notifications when a user added a mileage to zistemo.

Just click on “Add notification” and select who should receive the notification. You can select user roles or dedicate users as receiver. Next, select the channel for sending the notification. You can select Email, Slack or Bell Notification.

Approve Timesheet Notification

If you using timesheet approvals, you can set up notifications when a user submitted a timesheet for approval.

Just click on “Add notification” and select who should receive the notification. You can select user roles or dedicate users as receiver. Next, select the channel for sending the notification. You can select Email, Slack or Bell Notification.

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