Overview

Reminders can be set-up to be applied to:

Documents nearing expiration

Expired documents

Invoices nearing due date

Overdue invoices

The process for setting up reminders is the same regardless of the purpose of the reminder. The only varying information will be:

Target (client, staff or an invoice reminder)

Days (number of days and whether they are positive (before expiration) or negative (post expiration) )

Reminder content (the details included in the reminder as it will be sent as an email)

Note: Reminders will only be applicable to documents with an expiration date

Configure Reminder Templates

Firstly ensure that the Reminders selection is ticked in your organisation's account settings. To check this, navigate to Account > Settings > Reminders.

To configure a Reminder, select the Reminders tab under the Account menu.

This will direct you to the Reminders page, from here select the New Reminder option.

When configuring a new reminder, there are three fields that need to be filled:

1. Target: The subject of the reminder (Client, Staff or Invoice).

2. Days: The number of days allocated for the reminder to be sent before or after the expiry of a document or near due/overdue invoice

To set a reminder before the expiry of a document, set the number of days to a positive value.

To set a reminder after the expiry of a document, set the number of days to a negative value.

3. Email Content: The email content should contain the following information:

Subject matter (document in question - invoice, police check, driver's licence etc)

Client/Staff name

Days in which the document is due or has passed due

Action to be taken (provide updated document/ pay invoice etc)

Organisation name

Once you have created your reminder template, select the Save option at the bottom right of the page. The reminder will appear on the reminder list page:

Edit Reminder

To edit the content of a reminder, select the edit option next to the reminder.

This will direct you to the edit reminder page. From here you can edit the content of the email, update the target, alter the number of days before/after the due date or you can delete the reminder.

To delete a reminder, select the red delete option underneath the reminder.

Message Examples

For your convenience below are some examples you might want to consider.

Upcoming expiry date reminder: To send Staff a document expiry reminder 5 days before the expiry date, set the Days to: 5 (positive Five).

Hi, (Staff )

This is a courtesy reminder that your (document) is due to expire within (5 days).

Please provide an updated version prior to the expiry of your document.

Regards,(Healthy Services NSW)

Expired Reminder: To send Staff or Clients a document expiry reminder 5 days after the document expiry date, set the Days to -5 (negative Five).

Hi, (Staff/Client )

This is a courtesy reminder that your (document) is now 5 days passed it's expiry.

Please provide an updated (document) as soon as possible.

Regards,(Healthy Services NSW)

Overdue reminder: To send Clients overdue invoice reminders 5 days after invoice was due to be paid, select the target as Invoice and set days to -5 (negative Five).

**Invoice Overdue**

This is a courtesy reminder that your (invoice) is now overdue.

Please provide payment of the invoice as soon as possible.

Regards,(Healthy Services NSW)

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