Manual & Automatic Reminders

Reminders notify clients when they haven’t completed an action item by a certain date. Whether you automate reminders or send them manually, they keep clients on point without you having to personally nudge them.

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Reminders

Whenever you send something with an action item to a client, they are notified. All users linked to the account—with NOTIFY toggled on—receive an email notification. Check which users are notified by going to the client account Info tab and viewing the NOTIFY toggles in the Contacts section.

When recipients take too long to complete an action item—or forget to—you have two options:

Manual Reminders

To manually resend a reminder, click the three dots to the far right of the item the client needs reminding about, then hit Resend. You can even do this when automatic reminders have been toggled on.

To manually resend a paid or an unpaid invoice, either In the Invoices list or in the account’s client profile, click on the eye icon to the far right of the invoice, and it is displayed in a pop-up. Click the three dots to the far right of the invoice number, then select Send Invoice by Email from the pull-down menu.

To manually resend a notification about a document pending approval, open the Approvals subtab, scroll to the end of the pending documents, then click Request Approval for Pending in the bottom right.

Here’s what happens:

  • An additional email reminder is sent to the client.
  • A portal notification for the action item is moved to the top of the client’s to-dos.
  • Info about the resend is added to the Audit Trail.

Automatic Reminders

To turn on or off automatic Reminders, first open the pending organizer, proposal, chat, invoice, document pending signature or document pending approval. Toggle on Reminders while sending these manually or via pipeline automation.

Choose how you want the automatic reminders to be set up:

  • Days until next reminder: By default, a reminder goes out three days after the notification for the action item was sent to the client, but you can change this to whatever you like.
  • Number of reminders: By default, the client gets only one reminder email, but you can also change this to what you prefer.

Setting Up Reminders via Pipeline Automations

You’ll need to make changes to the pipeline to set up reminders for organizers, proposals, invoices and messages automations.

With the Create Invoice, Create Organizer, Send Proposal and Send Message automations, the Reminders toggle is beneath the Select template field. Toggle on Reminders, then choose how you want to set up the automatic reminders:

  • Days until next reminder: By default, a reminder goes out three days after the notification for the action item was sent to the client, but you can change this to whatever you like.
  • Number of reminders: By default, the client gets only one reminder email, but you can also change this to what you prefer.

note

Note! Disabling reminders for the pipeline automation will only affect jobs entering the pipeline stage in the future. It won't disable reminders for previously triggered automations, such as already sent organizers or invoices.

Reminding Clients About Pending Organizers

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To send a reminder manually about a pending organizer: Go to the account’s Organizers tab, click the three dots either to the far right of the organizer in the list or inside the organizer itself, then select Resend.

To set up reminders about organizers: Toggle on Reminders when you send an organizer manually or via pipeline automation. To send reminders about organizers that go out via pipeline automation, toggle on Reminders for the Create Organizer automation when editing pipeline stages.

The Reminders toggle can be turned on or off at any time by opening the pending organizer. Don’t forget to click Save when you make changes to the Reminders settings.

Organizer Reminders stop when:

  • The client has not submitted the organizer, but the set number of reminders has been sent.
  • The client has submitted the organizer.
  • The organizer is sealed.

Reminding Clients About Pending Proposals

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To send a reminder manually about a pending proposal: Go to the Proposals & ELs from the left sidebar or the same name tab of the client's account, click the three dots to the far right of the proposal, then select Resend.

To set up automatic reminders about proposals: Toggle on Reminders at the bottom of the General step when you create a proposal or proposal template.

You can also toggle them on when you set up the  Send proposal automation.

The Reminders toggle can be turned on or off at any time by opening the pending proposal. 

Proposal reminders stop when...

  • ...the client has not signed the proposal, but the set number of reminders has been sent.
  • ...the client has signed the proposal.

Reminding Clients About Pending Invoices

To send reminders about pending invoices: Toggle on Reminders when you send an invoice manually or via pipeline automation. To send reminders about invoices sent via pipeline automation, turn on Reminders for the Create Invoice automation when editing pipeline stages. The Reminders toggle can be turned on or off at any time by editing the unpaid invoice.

Another way to set up automatic reminders for pending invoices is to set them up within the invoice template. To do this, toggle on  Send reminders to clients, set the days until next reminder and the number of reminders, and click Save or Save & Exit.

Invoice reminders stop when...

  • ...the client has not paid the invoice, but the set number of reminders has been sent.
  • ...the client has paid the invoice.

tip

Note: You can also manually resend invoices to clients! For more details, go here.

Reminding clients about actions inside a chat thread

To set up automatic reminders about pending actions inside a chat thread: Toggle on Reminders when you send a chat message either manually or via pipeline automation. 

To send reminders about chat messages sent via pipeline automation, toggle on  Reminders for the Send Message automation when editing pipeline stages, set the days until next reminder and the number of reminders, and click Save.

Another way to set up automatic reminders for unread messages is to set them up within the chat template. 

For details on how the reminders work for chats, go to the article about chat reminders.

Reminding Clients About Pending Signatures

To manually send a reminder about a document pending signature: Go to the client account Docs tab, click the three dots either to the far right of the document in the list or inside the document itself, then select Resend Signature.

To set up automatic reminders about documents pending signature: Toggle on Reminders when you request a signature for a document. The Reminders toggle can be turned on or off at any time by opening the document pending signature—even if it was already signed. Don’t forget to click Save when you make changes to the Reminders settings.

Signature reminders stop when...

  • ...the client has not signed the document, but the set number of reminders has been sent.
  • ...the client has signed the document.

Reminding Clients About Pending Approvals

To send a reminder manually about a document pending approval: Go to the Docs tab of the client account profile, click the three dots either to the far right of the document in the list or inside the document itself, then select Resend Approval.

To send a reminder manually about all documents pending approval: Go to Docs from the left sidebar menu, open the Approvals tab, click Request Approval for Pending, review and edit the message for the client (optional), then click Send Request.

To set up reminders about documents pending approvalToggle on Reminders when you request a document approval.

Approval reminders stop when...

  • ...the client has not approved the document, but the set number of reminders has been sent.
  • ...the client has approved the document.

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