Articles on: Advanced Features

Reminders System

Reminders System


Set reminders on any entity throughout SWELLEnterprise to never miss important dates, follow-ups, or deadlines.


What is the Reminders System?


The Reminders system lets you set reminders on:

  • CRM Entities: Contacts, companies, leads
  • Finance: Invoices, payments
  • Projects: Projects, tasks
  • Scheduling: Bookings, event types
  • Proposals: Proposals, contracts
  • Any Entity: Most modules support reminders


Setting Reminders


Quick Set


  1. Open Record: Go to any record (contact, invoice, task, etc.)
  2. Find Reminders: Look for "Reminders" section or "Set Reminder" button
  3. Click "Set Reminder": Create reminder
  4. Configure:
  • Date & Time: When to be reminded
  • Type: Call, email, meeting, payment, etc.
  • Description: What to do
  • Notify: Email, in-app, or both
  1. Save: Reminder created


Reminder Types


Common Types:

  • Call: Follow-up call
  • Email: Send email
  • Meeting: Schedule meeting
  • Payment: Payment due reminder
  • Follow-up: General follow-up
  • Review: Review task/project
  • Renewal: Contract/subscription renewal
  • Custom: Your own reminder type


Viewing Reminders


From Record


See reminders for specific record:

  1. Open Record: Contact, invoice, task, etc.
  2. Reminders Tab/Section: Find reminders area
  3. View List: See all reminders for record
  4. Manage: Edit, complete, or delete


All Reminders


View all your reminders:

  1. Go to Dashboard → Reminders (if available)
  2. Or Notifications → Reminders
  3. See upcoming reminders
  4. Filter: By date, type, entity
  5. Sort: By date, priority


Reminder Notifications


Email Reminders


Receive email when due:

  • Subject: Reminder description
  • Content: Record details and reminder info
  • Action Links: Quick links to record
  • Timing: Sent at reminder time


In-App Reminders


See notification in app:

  • Notification Bell: Top navigation
  • Reminder List: All upcoming reminders
  • Click to View: Open record from notification
  • Mark Complete: Complete from notification


Notification Timing


Options:

  • On Time: Exactly at reminder time
  • Advance Notice: X hours/days before
  • Multiple Reminders: Set multiple for same event
  • Example: 1 day before, 1 hour before, on time


Recurring Reminders


Set reminders that repeat:


  1. Create Reminder: Set up reminder
  2. Enable Recurring: Toggle recurring option
  3. Set Frequency:
  • Daily: Every day
  • Weekly: Same day each week
  • Monthly: Same date each month
  • Yearly: Same date each year
  • Custom: Any interval
  1. Set End Date: When to stop (optional)
  2. Save: Recurring reminder active


Use Cases:

  • Weekly check-ins with clients
  • Monthly contract reviews
  • Annual renewals
  • Regular follow-ups
  • Recurring payments


Managing Reminders


Completing Reminders


Mark as done:

  1. Open Reminder: Click reminder
  2. Click "Complete": Mark complete button
  3. Add Notes: Optional completion notes
  4. Save: Reminder archived
  5. Recurring: Next occurrence scheduled (if recurring)


Editing Reminders


Modify reminder:

  1. Open Reminder: Click reminder
  2. Click "Edit": Edit button
  3. Make Changes: Update date, time, description
  4. Save: Changes saved


Deleting Reminders


Remove reminder:

  1. Open Reminder: Click reminder
  2. Click "Delete": Delete button
  3. Confirm: Confirm deletion
  4. Removed: Permanently deleted


Best Practices


  1. Set Immediately: Set reminders right after interactions
  2. Be Specific: Clear descriptions of what to do
  3. Use Types: Categorize reminders by type
  4. Set Advance Notice: Remind before important dates
  5. Complete Promptly: Mark done when completed
  6. Review Regularly: Check upcoming reminders daily
  7. Use Recurring: For regular tasks
  8. Link to Records: Always set reminders on relevant records


Common Scenarios


Follow-Up Reminders


After Meeting:

  1. Set reminder for 2 days later
  2. Type: "Call"
  3. Description: "Follow up on proposal discussion"
  4. Notify: Email + In-app


Payment Reminders


Invoice Due:

  1. Set reminder for due date
  2. Type: "Payment"
  3. Description: "Follow up on invoice #1234"
  4. Notify: Email


Contract Renewals


Annual Renewal:

  1. Set reminder for renewal date
  2. Type: "Renewal"
  3. Description: "Renew contract with [Company]"
  4. Recurring: Yearly
  5. Notify: Email


Task Deadlines


Project Task:

  1. Set reminder for task due date
  2. Type: "Review"
  3. Description: "Review task completion"
  4. Notify: In-app


Integration Across Modules


Reminders work with:

  • CRM: Contacts, companies, leads
  • Finance: Invoices, payments
  • Projects: Projects, tasks
  • Scheduling: Bookings
  • Proposals: Proposals, contracts
  • Any Module: Most entities support reminders


Troubleshooting


Reminder not sending?

  • Check SMTP settings configured
  • Verify notification preferences
  • Check reminder date/time is correct
  • Test email connection
  • Check reminder is not completed


Can't create reminder?

  • Verify you have permission
  • Check required fields filled
  • Ensure date is in future
  • Try refreshing page


Reminder sent at wrong time?

  • Check timezone settings
  • Verify reminder time
  • Check notification preferences
  • Review reminder configuration


For more help, see Common Issues.


Next Steps



Updated on: 13/03/2026

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