Create a Reminder Sequence

Go to Settings → Reminder Sequence, click New Sequence below the existing sequence list. Name it, then build out the steps by clicking Add Reminder for each step. Each step has timing (period + unit + before/after + hour), an email template, and an SMS template. WhatsApp uses fixed templates by reminder type — no per-step WhatsApp template choice.

When to create a new sequence

Most teams have one default sequence covering their typical cadence. Create additional sequences when:

• A specific document type needs a different cadence (e.g., a license that needs 90/60/30 days before, vs. the default 60/30/7).
• A specific group of contacts needs more or fewer touches.
• You need an aggressive cadence for high-risk items.
• A reminder type (Appointment, Event) needs distinct templates.

Before you start

• You need the settings_view permission to access Settings → Reminder Sequence.
• Plan your steps before creating: how many touches, at what offsets (e.g., 60 days before, 30 days before, 7 days before, 1 day before, on the day, 1 day after).
• Make sure the email and SMS templates you'll reference exist before creating the sequence, so you can pick them from the dropdowns.

Steps

Create the sequence

1. Go to Settings → Reminder Sequence.
2. Below the list of existing sequences, click New Sequence.
3. Give the sequence a meaningful name (e.g., "License Renewals — Aggressive" or "Quarterly Reviews").
4. Save.

Add steps to the sequence

1. Inside the newly created sequence, click Add Reminder for each step you want.
2. For each step, configure:
   • Period — the number (e.g., 30)
   • Unit — days / weeks / months (matching your business cadence)
   • Direction — before or after (the expiry/due date)
   • Hour — when in the day the step sends (e.g., 1000 HRS for 10:00 AM)
   • Email template — which email template fires for this step
   • SMS template — which SMS template fires for this step (only used if the recipient has SMS ticked)
3. Add more steps with Add Reminder until the cadence is complete.
4. Save the sequence.

A typical sequence layout

For an expiration reminder, a balanced sequence might be:

Adjust offsets and templates to fit your team's communication style.

How WhatsApp templates work (different from email and SMS)

Unlike email and SMS, WhatsApp doesn't have a per-step template picker. WhatsApp uses one fixed template per reminder type:

Remindax automatically picks the right one based on the reminder type. You don't choose per step — the channel uses its assigned approved template, and the step's timing controls when it fires.

This is because WhatsApp requires templates to be pre-approved by Meta with fixed structure; per-step customisation isn't supported by the channel itself. See SMS and WhatsApp templates.

Suppressing a channel on a specific step

The SMS and email channels are controlled by:

• Whether the channel is ticked for the recipient on the reminder (the recipient row's email/SMS/WhatsApp checkboxes).
• NOT by the template dropdown on the step.

The template dropdown picks which template to use IF the channel fires. To prevent SMS firing for a step entirely, the recipient must not have SMS ticked on the reminder.

If you want different recipients on different steps... that's not supported. Recipients are set at the reminder level, not the step level.

Step ordering

Steps are saved and shown in the order you add them. There's no drag-and-drop reorder or up/down arrows — the form's order is the saved order.

In practice, this rarely matters: Remindax computes each step's send time independently from the reminder's expiration date, so the actual notification firing order follows whichever step is closest to "now."

What happens next

• The sequence appears in the Reminder Sequence list, ready to be applied to reminders.
• It does not become the default automatically. To make it the default, see Set the default sequence.
• Apply it to specific reminders via the Select Sequence field on the reminder form. See Apply a sequence to a reminder.

Edge cases & gotchas

• Sequence creation requires settings_view permission, not admin-only.
• WhatsApp templates are not per-step. They're fixed per reminder type. The step controls when WhatsApp fires; the template content is fixed.
• Step order in the form = saved order. No drag-and-drop reordering.
• The template dropdown picks which template, not whether to send. Channel firing is controlled by the recipient's channel checkboxes on the reminder.
• Reminder-level recipients apply to all steps. You can't have different recipients for different steps within a sequence.
• Editing a sequence's steps affects all reminders using it. See Edit sequence steps for the implications.

Related questions

• How do I create a new reminder sequence? Settings → Reminder Sequence → New Sequence → name it → Add Reminder for each step → save.
• What's the label for adding a step? Add Reminder.
• Can I have different WhatsApp content per step? No — WhatsApp uses one fixed template per reminder type. Per-step variation isn't supported.
• How do I reorder steps? You can't manually reorder — steps load by saved row order. The actual send order is computed from each step's timing.
• How do I turn off SMS for one step? Don't tick SMS for the recipient on that reminder. The SMS template dropdown picks which template to use; it doesn't gate whether SMS fires.
• Do I need to create separate sequences for each reminder type? Only if the timing or templates differ. One sequence can apply to multiple reminder types — WhatsApp will switch templates automatically by type.

Related articles

How notifications & sequences fit together · Set the default sequence · Edit sequence steps · Apply a sequence to a reminder · Email templates · SMS and WhatsApp templates