Zapier links Remindax to thousands of other apps — Google Sheets, Slack, Microsoft Teams, HubSpot, Salesforce, Trello, Asana, Gmail, form builders, and more — without writing any code.

With the Remindax Zapier integration you can:

  • Create expiration reminders in Remindax when something happens in another app — a new spreadsheet row, a closed deal, a submitted form.
  • Create contacts in Remindax from forms, CRMs, spreadsheets, or support tools.
  • Start a workflow in another app whenever Remindax sends a reminder — post to Slack, log a row in Google Sheets, open a task in Asana.

This article covers setup, every trigger and action with its fields, example Zaps, and troubleshooting.

What's available

  • Trigger: Triggered Reminder — fires when Remindax sends a reminder for an item.
  • Action: Create Expiration Reminder — creates an expiration item in Remindax, with its reminder schedule.
  • Action: Create Contact — adds a contact to Remindax.

Zapier also reads departments, document types, and contacts from your account, so you pick them from a list while building a Zap instead of typing internal IDs.

A trigger is the event that starts a Zap. An action is what the Zap does next. Remindax can be either end of a Zap.

Before you start

You will need:

  • A paid Remindax plan. Zapier isn't available on free or trial accounts, or when a subscription has expired.
  • To be the account owner or an admin. Other team members can view the Zapier settings page but can't generate or change the API key.
  • A Zapier account. Zapier's free plan works for simple two-step Zaps. Multi-step Zaps and faster polling need a paid Zapier plan.
  • At least one reminder sequence with default contacts. Items created through Zapier use a sequence's default contacts to decide who receives reminders. See "How reminders are set up for Zapier-created items" below.

Connecting Zapier

Step 1 — Open the Zapier integration in Remindax

Go to Settings → Integrations → Zapier.

Step 2 — Choose a default department

Under Generate an API key, pick the Default Department.

Every expiration reminder that Zapier creates is saved in this department, and any folders Zapier creates go there as well. Choose the department that should own your automated items. You can change it later (see "Changing the default department").

Step 3 — Generate the API key

Click Generate API key. Remindax shows the full key, which starts with rx_zapier_live_.

Click Copy and store the key somewhere safe, such as your password manager.

The full key is shown only once. After you leave or refresh the page, Remindax shows only a masked version (for example rx_zapier_live_****a1b2). If you lose the key, regenerate it (see "Regenerating or revoking the API key").

Step 4 — Connect Remindax in Zapier
  • In Zapier, click Create → Zaps (or open an existing Zap).
  • Search for Remindax as the trigger or action app.
  • When Zapier asks you to connect an account, paste your API key.
  • Zapier checks the key and saves the connection. It appears under your company name.

You only need to connect once. Every Zap you build can reuse the same Remindax connection.

Step 5 — Build and test your Zap

Choose a trigger or action (both are described below), map your fields, and click Test step. When the test works, Publish the Zap.

Tip: Test with a single record before you point a Zap at a large spreadsheet or a busy form, so you can check the result in Remindax first.

Trigger: Triggered Reminder

Starts a Zap whenever Remindax sends a reminder for an item. Use it to tell your team where they already work, or to keep an outside log of every reminder that goes out.

When it fires

The trigger fires once a reminder has actually been sent to at least one contact by email, SMS, or WhatsApp. Reminders that are scheduled but not yet sent don't fire it.

One reminder, one Zap run. Remindax often sends the same reminder through several channels, such as an email and a WhatsApp message to the same contact at the same time. Zapier still receives one event for that item, date, and hour, so your Slack channel doesn't get three copies.

If an item has reminders at different times, for example 09:00 and 15:00 on the same day, or 30 days and 7 days before expiry, each time is a separate event and runs the Zap separately.

Which reminders are included

Reminders from every department in the connected company are included, not only the key's default department. To act on only some reminders, add a Filter by Zapier step after the trigger. For example, continue only if Department ID equals a certain value, or Document Type equals Insurance.

How quickly it fires

Zapier checks Remindax for new reminders on a schedule set by your Zapier plan, from every minute to every 15 minutes. Expect a short delay between the reminder being sent and your Zap running.

When you turn a Zap on, it starts from that moment. Reminders sent before the Zap was switched on don't run it.

Fields you can use
  • ID — unique event ID (item + reminder date + reminder hour), e.g. zapier_item_trigger_73444704_2026-06-11_15.
  • Title — the item's title, e.g. Insurance Policy Renewal.
  • Document Type — the item's document type, e.g. Insurance.
  • Reminder Type — the kind of item. exp is an expiration.
  • Expiration Date — expiry date as YYYY-MM-DD, e.g. 2026-12-31.
  • Expiration Date Display — expiry date in your company's date format, e.g. 31/12/2026.
  • Reminder Date — the date the reminder was sent, e.g. 2026-06-11.
  • Reminder Hour — the hour the reminder was scheduled for (00–23, company timezone), e.g. 15.
  • Triggered At — when Remindax recorded the reminder as sent, e.g. 2026-06-11T15:02:11+04:00.
  • Channels — every channel used for this reminder, e.g. email, whatsapp.
  • Contacts — the people who were reminded. Each has an ID, Name, Email, Phone, and the Channels they were reached on.
  • Expiration ID / Document ID — the Remindax item ID, e.g. 73444704.
  • Reminder ID / Reminder IDs — the internal reminder row(s) behind this event.
  • Company ID / Department ID — where the item lives in Remindax.

Working with the Contacts list: Zapier shows line-item fields such as Contacts Name and Contacts Email as comma-separated lists. That's usually what you want in a Slack or Teams message. If you need one step per contact, add Zapier's Looping by Zapier step.

Action: Create Expiration Reminder

Creates an expiration item in Remindax, with its reminder schedule, from data in another app. Only a title and an expiration date are required. Remindax fills in everything else from your account's defaults.

Fields
  • Title (required) — the name of the item, e.g. Trade Licence, Vehicle Insurance – DXB 12345.
  • Expiration Date (required) — the expiry or due date. Use YYYY-MM-DD (e.g. 2026-12-31). See "Date formats" below.
  • Document Type (optional) — the name of a document type, e.g. Insurance, Permit, Contract. It must already exist in the key's default department. Leave it blank to use that department's default document type.
  • Reminder Sequence (optional) — the name of a reminder sequence. It sets reminder timing, templates, recipients, and channels. Leave it blank to use your default sequence.
  • Folder Path (optional) — where to file the item, e.g. \Clients\ABC\. Missing folders are created automatically. Leave it blank for the root folder.
  • Notes (optional) — free text saved in the item's notes.

Names are matched without regard to capital letters or extra spaces, so "insurance", "Insurance", and " INSURANCE " all match the same document type.

What Remindax does automatically

For every item Zapier creates, Remindax:

  • Saves it in the API key's default department.
  • Applies the chosen reminder sequence, or your default one, including its reminder timing, message templates, default contacts, and channels (email, SMS, WhatsApp).
  • Schedules each reminder in your company timezone.
  • Creates any folders in the folder path that don't exist yet.
  • Counts the item toward your plan's document limit, like an item added by hand.

The new item appears in Remindax straight away and behaves exactly like one you created yourself. You can edit it, attach files, or change its reminders afterwards.

How reminders are set up for Zapier-created items

Zapier doesn't choose recipients one by one. The reminder sequence decides who gets reminded and how:

  • Remindax uses the sequence named in Reminder Sequence, or your default sequence if none is given.
  • It takes that sequence's reminder rows (for example 30 days, 7 days, and 1 day before expiry).
  • It adds the sequence's default contacts, each on the channels ticked for them.

If the sequence has no default contacts, Remindax won't create the item (see Troubleshooting). To manage sequences, open Reminder Sequence in the left menu.

Tip: Create a dedicated sequence for automated items, for example "Zapier – Contracts", with the right people and channels. Then type its name in Reminder Sequence.

Folder paths

Separate folder names with a backslash \. A forward slash / also works.

  • (blank) — root folder.
  • \Clients\ — uses the Clients folder, or creates it.
  • \Clients\ABC\ — uses or creates Clients, then ABC inside it.
  • Clients/ABC — same as \Clients\ABC\.

Folders are matched by name inside the default department. Existing folders are reused, so you won't end up with duplicates. You can build a path from your source data, for example \Clients\{{Company Name}}\, to file every item under its client automatically.

Date formats

YYYY-MM-DD (e.g. 2026-12-31) always works and is the safest choice. Remindax also accepts most common formats such as 31 December 2026 or Dec 31, 2026.

Watch out for slashed dates. A date like 03/04/2026 is read the US way, as month/day (March 4). If your source uses day/month, add a Formatter by Zapier → Date / Time → Format step first and convert it to YYYY-MM-DD.

What Zapier gets back

After the item is created, these values are available to later steps in your Zap:

  • ID — e.g. 73444704
  • Title — e.g. Insurance Policy Renewal
  • Expiration Date — e.g. 2026-12-31
  • Department ID — e.g. 6100
  • Document Type ID / Name — e.g. 22 / Insurance
  • Sequence ID / Name — e.g. 12345678 / Standard Renewal
  • Folder ID / Path — e.g. 987 / \Clients\ABC\
  • Contact IDs — e.g. 44, 45
  • Reminders Created — e.g. 3

Action: Create Contact

Adds a contact to Remindax. Contacts are the people who receive reminders. Use this action to keep Remindax in step with the contact list in your CRM, forms, or spreadsheets.

Fields
  • First Name (required) — the contact's first name. You can map a Full Name field instead. Remindax splits it at the first space into first and last name.
  • Last Name (optional) — the contact's last name.
  • Email (required) — a valid email address. It's saved in lowercase.
  • Country (optional) — the country for the phone number, as a two-letter ISO code (e.g. AE, GB, US). It sets the international dialling code.
  • Mobile Code (optional) — the mobile network or area code.
  • Phone (optional) — the phone number. Only digits are kept, so spaces, dashes, and brackets are removed.
  • Department (optional) — the department to add the contact to. Leave it blank to use the API key's default department.
  • Contact Group (optional) — the contact group ID. Leave it blank to use the department's default contact group.

SMS and WhatsApp reminders need a phone number with a country. If you plan to reach this contact by SMS or WhatsApp, map both Country and Phone.

Duplicates

Remindax won't create a second contact with the same email address in the same department and contact group. The Zap step fails with "Contact email already exists in this department and group". Your existing contact stays unchanged.

If your source app may send the same person twice, this protects you from duplicates. You can safely ignore these errors, or add a Zapier Filter step to skip known contacts.

What Zapier gets back
  • ID — e.g. 44
  • Name — e.g. Sara Ahmed
  • First Name / Last Name — e.g. Sara / Ahmed
  • Email — e.g. [email protected]
  • Phone — e.g. +971501234567
  • Department ID — e.g. 6100
  • Contact Group ID — e.g. 12
  • Created At — e.g. 2026-09-21 10:15:00

New contacts don't receive existing reminders automatically. Creating a contact only adds them to Remindax. To have them reminded about items Zapier creates, add them as a default contact on the reminder sequence those items use.

Example Zaps

Google Sheets → Remindax: track expiries from a spreadsheet

Trigger: Google Sheets — New Spreadsheet Row. Action: Remindax — Create Expiration Reminder.

  • Title — the Document Name column
  • Expiration Date — the Expiry Date column (formatted YYYY-MM-DD)
  • Document Type — the Type column, e.g. Insurance
  • Folder Path — \Clients\ + the Client column
  • Notes — the Policy Number column

Every new row becomes a Remindax item with reminders already scheduled.

Remindax → Slack: post reminders to a team channel

Trigger: Remindax — Triggered Reminder. Action: Slack — Send Channel Message.

Example message:

  • ⏰ Reminder sent: {{Title}} ({{Document Type}})
  • Expires: {{Expiration Date Display}}
  • Notified: {{Contacts Name}} via {{Channels}}

Microsoft Teams works the same way with Teams' Send Channel Message action.

Remindax → Google Sheets: keep a reminder log

Trigger: Remindax — Triggered Reminder. Action: Google Sheets — Create Spreadsheet Row.

Map Triggered At, Title, Document Type, Expiration Date, Channels, and Contacts Email to columns. This gives you an audit trail of every reminder sent.

Remindax → Asana or Trello: turn reminders into tasks

Trigger: Remindax — Triggered Reminder. Filter: only continue if Reminder Type is exp. Action: Asana — Create Task (or Trello — Create Card).

Use Title as the task name and Expiration Date as the due date, so the renewal sits in your project board next to your other work.

CRM → Remindax: renewal reminder when a deal closes

Trigger: HubSpot or Salesforce — deal moves to Closed Won. Action: Remindax — Create Expiration Reminder.

Use the deal name as the Title and the contract end date as the Expiration Date. Set Reminder Sequence to your renewals sequence.

Form → Remindax: new contact and compliance item from one submission
  • Trigger: Typeform, Jotform, Google Forms, etc. — New Submission.
  • Action 1: Remindax — Create Contact (name, email, phone).
  • Action 2: Remindax — Create Expiration Reminder (e.g. Visa with the expiry date from the form).

Managing the connection

Changing the default department

Go to Settings → Integrations → Zapier, choose a new department under Default Department, and click Save Department.

The change applies straight away to the next item Zapier creates. You don't need a new API key or any change to your Zaps. Items created earlier stay in their original department.

Document type names are looked up in the default department. If you switch departments, make sure the document types your Zaps use also exist in the new one.

Regenerating or revoking the API key

On Settings → Integrations → Zapier:

  • Regenerate API key creates a new key and immediately revokes the old one.
  • Revoke API key turns the current key off without creating a new one.

After either action, Zaps that use the old key stop working. To reconnect, open My Apps in Zapier, find your Remindax connection, click Reconnect, and paste the new key. Every Zap that uses the connection picks up the new key.

Each company has one active Zapier key at a time, and one Zapier connection can serve all of your Zaps.

Checking the connection

The Zapier settings page shows the masked key, the default department, and when the key was last used. If Last used is recent, Zapier is reaching Remindax.

Security

  • You create the API keys inside Remindax. Nobody else can issue one for your account.
  • Keys are never stored in readable form. Remindax keeps only a secure hash, the key prefix, and the last four characters. Even Remindax staff can't read your key.
  • Each key works for one company only. It can see and create data only in the company it was generated for.
  • Keys follow the user's access. A key acts on behalf of the owner or admin who generated it. If that person's access is removed, the account is suspended, or the subscription lapses, the key stops working.
  • Every request is authenticated. Zapier sends the key securely with every call.
  • You can revoke a key instantly from the settings page.

Troubleshooting

Zapier says "Invalid or missing API key"
  • Check that you pasted the whole key, starting with rx_zapier_live_, with no spaces before or after it.
  • Check that the key hasn't been regenerated or revoked. Only the newest key works.
  • Check that your subscription is active. The key stops working if the plan expires or the account is suspended.
  • Check that the user who generated the key is still active and still has access to the company. If they've left, an owner or admin should generate a new key.
I can't see the Generate API key button
  • Zapier needs a paid plan. On free or trial accounts, or when the plan has expired, the page shows an upgrade message.
  • Only the account owner or an admin can generate keys.
"Company document limit reached for the current plan"

Your plan's document limit has been reached. Items from Zapier count toward it the same way as items you add by hand. Upgrade your plan or archive items you no longer need, then re-run the Zap step.

"Selected reminder sequence has no default contacts configured"

The sequence Zapier used has nobody to remind. Go to Reminder Sequence in the left menu, open the sequence (your default one, if you left Reminder Sequence blank), and add at least one default contact with a channel ticked.

"No default reminder rows found for the selected sequence"

The sequence has no reminder times set up. Add at least one reminder row to it, for example "30 days before".

"document_type_name does not belong to the authenticated company or department"

The document type name you sent doesn't exist in the API key's default department. Check the spelling, create the document type in that department, or leave the field blank to use the department's default document type.

My Reminder Sequence name was ignored

If Remindax can't find a sequence with that name, it uses your default sequence instead of failing, so your item is still created. Check the spelling against Reminder Sequence in the left menu.

"expiration_date must be a valid date"

Remindax couldn't read the date. Send it as YYYY-MM-DD, or add a Formatter by Zapier step to convert it first. See "Date formats" above.

"Contact email already exists in this department and group"

A contact with that email already exists. See "Duplicates" above.

"Authenticated user does not have permission to create expiration reminders"

The admin who generated the key doesn't have permission to create items. Ask the account owner to regenerate the key, or to grant that permission.

The Triggered Reminder Zap isn't firing
  • Make sure the Zap is published and turned on. Only reminders sent after that moment will trigger it.
  • The trigger fires only when a reminder is actually sent. Check the item's reminder history in Remindax to confirm a reminder went out.
  • Allow for Zapier's polling interval, up to 15 minutes depending on your Zapier plan.
  • If you added a Filter step, check that the reminder matches its conditions.
I'm getting fewer Zap runs than messages sent

That's expected. Remindax sends one event per item, reminder date, and hour, however many channels or contacts were used. See "When it fires" above.

FAQ

Do I need to know department or document type IDs?

No. Zapier-created items go to the API key's default department automatically, and document types and sequences are chosen by name.

Can Zapier create folders?

Yes. Send a folder path such as \Clients\ABC\ and any missing folders are created.

What if I leave Document Type blank?

Remindax uses the default document type for the key's department.

What if the Reminder Sequence name is wrong or blank?

Remindax uses your default reminder sequence.

Will Zapier get duplicate events when a reminder goes out by email, SMS, and WhatsApp?

No. You get one event per item, reminder date, and hour.

Can I update or renew an existing item through Zapier?

Not yet. Zapier can currently create items and contacts, and react to sent reminders. To renew or edit an item, use the Remindax app.

Can I connect more than one Remindax company?

Each API key belongs to one company. To automate several companies, switch to each company in Remindax, generate a key there, and add a separate Remindax connection in Zapier for each one.

Can I have more than one active key for the same company?

No. Each company has one active Zapier key. Generating a new key revokes the previous one.

Does Zapier see all my data?

No. Zapier can read only what the Zaps need: department names, document type names, contacts, and details of sent reminders. It can create items and contacts, but it can't delete anything.

Need help?

Contact our support team with Contact Support (the headset icon at the top of the app), or email [email protected]. Include the name of your Zap and, if you have it, the error message Zapier showed.