Every reminder sends its notifications according to a sequence — an ordered set of steps. Each step says how many days before or after the date to send, at what time, through which channel or channels (Email, SMS, WhatsApp), using which templates, and to which recipients. You can save multiple named sequences and choose one per item, and you can set a default sequence in Settings so new reminders are configured automatically.

The pieces and how they connect

  1. Sequence — the schedule (for example: 60 days before, 30 days before, 7 days before). Multiple named sequences can be saved.
  2. Step — one entry in that schedule. Each step has:
    • Days (a number) plus a direction — both "before" and "after" the expiration/due date are available, working the same way.
    • Send time in 24-hour format. 1000 HRS means 10:00 AM.
    • Email Template and SMS Template (and WhatsApp where enabled).
    • A single step can fire multiple channels at once (email + SMS + WhatsApp together).
  3. Channels — Email, SMS, WhatsApp (and Push where available).
  4. Recipients — contacts chosen per channel via checkboxes (email / SMS / WhatsApp), including individual contacts, groups, and internal team.
  5. Templates — the message content, created beforehand under Settings → Templates. If you leave the SMS template blank, a default text is sent. See Templates.

Default sequence vs. per-item sequence

  • The default sequence (Settings → Reminder Sequence) applies to new reminders automatically — set it once and you don't reconfigure the timing each time.
  • You can save multiple named sequences and pick a different one per item, or adjust steps on an individual reminder.

Default recipients

Settings → Reminder Sequence includes a Default Recipients panel. These are offered as a one-click suggestion when you create a reminder — they are not added to every reminder automatically. You choose whether to apply them, so a new reminder has no recipients until you add them (via the default-recipients suggestion or manually).

Time zone

The send time's time zone is set at the reminder-sequence level (shown on the sequence, for example GMT +05:00 Rawalpindi) — not globally and not per recipient. Different sequences can therefore send in different time zones.

What happens next

  • When a step's scheduled moment arrives, Remindax sends the chosen channel or channels to the chosen recipients using the chosen templates.
  • You can confirm a step actually went out in the item's reminder queue: under "reminders sent," a double tick means that reminder was sent successfully.
  • Recipient replies can update the item's Reply Status, add a comment, and attach a renewed document — which can complete or renew the item. See Reply Status.
  • Completed and Expired items stop sending.

Edge cases & gotchas

  • "Reminder may not be sent because the reminder date/time is in the past." This warning appears when a step's computed send time has already passed — common when the expiry is near, or when you set a long "days before" value on a soon-to-expire item. It's expected, not a bug; that step simply won't fire. See Why a step won't send.
  • Leaving the SMS template blank sends a default text rather than nothing.
  • A step can target multiple channels simultaneously.
  • The time zone is per sequence, so different sequences can send in different zones.
  • A new reminder has no recipients until you add them — default recipients are a suggestion, not an automatic assignment.

Related questions

  • What does 1000 HRS mean? 10:00 AM (24-hour clock), in the sequence's time zone.
  • Can I send a reminder after the date, not just before? Yes — "after expiration/due date" works the same way as "before."
  • Why do I see "may not be sent"? The step's send time is already in the past, so it won't fire. This is expected.
  • Which time zone is used? The one set on the reminder sequence.
  • What if I don't pick an SMS template? A default text is sent.
  • Can one step send email and SMS together? Yes.
  • Do I have to set timing for every reminder? No — set a default sequence once in Settings.
  • Are default recipients added automatically? No — they're a one-click suggestion you choose to apply.
  • How do I confirm a reminder was sent? Check the item's reminder queue — a double tick under "reminders sent" means success.

Related articles

Glossary · Configure a reminder sequence · Templates · Troubleshooting: notifications didn't send