A reminder (also called an item) is a deadline-based record that automatically notifies people before a date arrives. Remindax has five reminder types — Expiration, Due Date, Appointment, Event, and Document Upload — that share the same structure and differ mainly in what the date means. Tasks are a separate concept: internal to-do items for your team that don't run a notification sequence, though a task can be linked to a reminder.
The five reminder types
| Type | The date represents | Typical use |
|---|---|---|
| Expiration | When something expires | License, insurance, certificate, contract expiry |
| Due Date | When something is due | Payment, filing, renewal due |
| Appointment | A scheduled meeting time | Client meeting, inspection visit |
| Event | A scheduled activity time | Training session, audit day |
| Document Upload | A request to provide a document | Collecting a renewed document from a recipient |
Expiration and Due Date reminders are structurally identical — the same form and the same fields — differing only in the label and how the date reads ("expires on" versus "due on"). Appointment and Event reminders are oriented around a specific time of day and notify participants ahead of it. A Document Upload reminder sends the recipient a link to reply and attach a file (see Document Upload reminders).
How reminders differ from tasks
This is a common point of confusion, so it's worth being precise:
- A reminder is about a document or deadline. Its job is to notify recipients through an automated sequence (Email, SMS, WhatsApp) and to track compliance.
- A task is about internal work. Its job is to track what your team needs to do, with its own statuses (Open, To Do, In Progress, Review, Completed, Cancelled) and assignees, in the Tasks module.
- A task can be linked to a reminder/item, connecting the work to the document it concerns.
A rule of thumb: if the date matters to an outside party or to compliance, it's a reminder; if it's something a teammate needs to do, it's a task.
What happens next
- Every reminder you create runs through a reminder sequence. See How notifications & sequences fit together.
- Document Type is mandatory when creating any reminder.
Edge cases & gotchas
- Because Expiration and Due Date are identical, either one works for deadline tracking.
- A reminder can have no expiration date — tick "This document has no expiration date" on the form. It then won't run a date-based sequence.
Related questions
- What's the difference between Expiration and Due Date? Structurally none — only the label and the meaning of the date.
- Is an Appointment a reminder or a task? It's a reminder type, not a task.
- Can I track an item with no expiry date? Yes — tick "This document has no expiration date."
- Can I connect a task to a document? Yes — tasks can be linked to items.
Related articles
Glossary · Notifications & sequences · Tasks overview · Document Upload reminders