Email reminders

Email reminders are off until a Jira administrator turns them on. When they are on:

On the first day of each new timesheet period, every team member whose timesheet for the period that just closed is not submitted or approved gets one email. It says what is missing, the hours they logged against the hours they had to work, your message if you wrote one, and a link to the Saguaro Hours page.
Once a week, on the weekday you choose, each team lead and backup approver with timesheets waiting for them gets one email listing those timesheets (person, team and period).

The emails are sent by Jira's own mail, not by an outside service. The app makes no calls outside Atlassian and stores no email addresses.

Turn them on (Jira administrator)

Pick a reminder issue. Jira sends every app email "about" an issue, so the email shows that issue's key and summary under the message. Use an internal issue, for example TIME-1 "Timesheet reminders", in a project that everyone who logs time can browse. Jira sends the email only to people who can browse that issue. The app must be able to see the issue too; the admin page checks this when you save.
Open Jira settings, then Apps, then Saguaro Hours, and go to Email reminders.
Tick Send email reminders, type the issue key, and choose the hour and the time zone the emails go out in. The admin page starts with your browser's time zone.
Choose what to send: the people reminders, the approvers' digest and its weekday, or both. Add a message if you like (up to 1,000 characters), for example when timesheets are due.
Select Save email reminders.
Select Send me a test reminder or Send me a test digest. The app emails you a sample through Jira. If Jira refuses (for example because outgoing mail is turned off on the site), the admin page shows why.
Who would get one? lists who would get a reminder for the period that closed last, and which approvers have timesheets waiting. It sends nothing.

When emails go out

People reminders: from the chosen hour on the first day of a new period: Monday for weekly teams, the 1st for monthly teams (each team's own period type is used). The next day makes up a run that was missed. Each person gets at most one reminder per period.
Approvers' digest: from the chosen hour on the chosen weekday, once.
The app checks once an hour. At most 100 emails go out per hour; the rest follow in the next hours.
Jira queues the email. It usually arrives within minutes.

Who gets a reminder

Members of a team whose timesheet for the closed period is open (never submitted) or rejected.
Not: people whose timesheet is submitted or approved, people with no required hours in that period (holidays, days off, a schedule with no hours that week; see periods and approvals), and people who are not in a team.
The hours in the email are what Jira has for the person in that period, read when the email is sent. If they cannot be read (for example a very large period), the email leaves the figure out and shows the required hours only.
Digest: each lead and backup approver gets the timesheets of their own teams' members that wait for approval, from every period. With "Nobody approves their own timesheet" on, their own timesheet is left out of their list.

What the email looks like

Subject: "Timesheet reminder: Week of 26 Oct 2026" or "Timesheets waiting for approval: 3". Jira adds its own prefix (such as "[JIRA]") and frame: the sender is shown as Saguaro Hours for Jira, with the reminder issue under the message. The body:

Hi Sam,

Your timesheet for the week of 26 Oct 2026 has not been submitted. You logged 31.5h of the 40h required (8.5h short). Please fill in any missing time and submit it.

(your message)

Open your timesheet

Limits to know

Jira decides delivery. The app hands each email to Jira; if outgoing mail is off on the site, Jira refuses it and the admin page shows the problem from the last run. Whether a person who turned off Jira's emails in their own settings still receives it is decided by Jira, not by the app.
The link opens the Saguaro Hours page. The digest says to choose the Approvals tab there; the link cannot open that tab directly.
The reminders follow team membership as it is when the email is sent.
People can still see the in-app reminder banner (weekly-timesheet.md), with or without emails.

Privacy

The app stores the settings above (issue key, hour, time zone, weekday, your message) and, to send each email only once, which period and day it has handled and how far it got, with counts of emails sent. No account IDs, names or email addresses are stored for reminders. Log lines carry counts only. The email text (the person's first name, the period, their hours) goes to Jira, which sends it from your site's mail.