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# 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
5. **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
4. **Set End Date**: When to stop (optional)
5. **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](https://help.swellsystem.com/en/article/common-issues-solutions-1i0z5vq/).

## Next Steps

- [Managing Contacts](https://help.swellsystem.com/en/article/managing-contacts-mzfqpe/) - Set reminders on contacts
- [Creating Invoices](https://help.swellsystem.com/en/article/creating-invoices-e045z0/) - Set payment reminders
- [Task Management](https://help.swellsystem.com/en/article/task-management-q9xyum/) - Set task reminders