Click New Reminder at the top of the app and choose the type (Expiration, Due Date, Appointment, Event, or Document Upload). Fill in the document title, expiration date, and document type (these are required), then set or accept the reminder sequence and recipients, and save. The new item immediately starts following its sequence.
Open the reminder from Explorer to reach its detail page, then click the Edit icon in the Item Details section. From there you can change the title, expiration date, document type, custom fields, recipients, sequence, notes, attachments — almost everything. Save your changes. To edit you need either Admin access or the Explorer Update permission.
In Explorer, click the small status menu in the Status column for the item, then choose Completed or Pending Action. Both are manual statuses — neither happens automatically. Completed tells Remindax the item is done; Pending Action flags an item still needing follow-up. For multiple items, select them and use the bulk status dropdown. You need the Explorer Update permission.
Three different actions, three different outcomes: Deactivate pauses a reminder (stops upcoming notifications, item stays in Explorer, still counts toward your plan limit). Archive removes the reminder from the normal Explorer list and your tracked-item count, kept in a separate Archived Items view, restorable. Delete sends the item to the Recycle Bin (separate from Archive). Use the right one for the situation.
In Explorer, open the reminder's row action menu and choose Delete. Confirm the dialog. The reminder moves to the Recycle Bin (it's not gone permanently). To restore, open the Recycle Bin from the Explorer page and use the restore action. To permanently delete, use Empty Recycle Bin — that action is irreversible. You need the Explorer Delete permission.
In Explorer, open the reminder's row action menu and choose Duplicate. Confirm the dialog. Remindax creates a copy in the same folder with (Copy) appended to the title. Most fields carry over — document type, dates, recipients, sequence, auto-renew, attachments, custom fields. A few things reset or don't copy — see below. Duplicate is the standard way to create a renewal: mark the original Completed, duplicate it, update the new item's expiry date.
Custom fields are per-document-type structured fields (e.g., "Policy Number" on Insurance items, "VIN" on Vehicle items). They live on the reminder and can be referenced inside email templates. Tags are workspace-wide labels you apply across reminders for cross-cutting categorisation. Both improve organisation, but they're different tools with different best uses.
To move reminders between folders, multi-select items in Explorer and use Move Selected in the bulk action toolbar. To manage attachments on a single reminder, edit the reminder and use the Attachments section — you can choose existing files from Drive Files, or use the Upload button to upload new files. Reminder attachments use Remindax Drive — there's no separate file size limit beyond your overall company storage.
In Explorer, tick the checkboxes next to multiple reminders, and the bulk action toolbar appears above the table. From there you can Move, Delete, Archive, Update Tags, Activate/Deactivate Items, or change their status to Completed or Pending Action — all in one go. Some changes (sequence, recipients, the reminder's title or dates) aren't bulk-editable and require opening each reminder individually.
Go to Settings → Reminder Sequence, expand the sequence you want to make default, and click Set as Default. The current default shows a green Default badge beside its name and doesn't show the Set as Default button. Anyone with settings_view permission can change this — it's not admin-only.
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.
Go to Settings → Reminder Sequence, expand the sequence you want to edit, and you'll see its steps. Use Add Reminder to add a new step, edit existing step fields inline, or remove a step. Each step has period + unit + before/after + hour for timing, plus email template and SMS template selectors. WhatsApp uses fixed templates per reminder type — it's not per step.
On the new or edit reminder form, find the Reminder Sequence section. Use the Select Sequence control to pick a named sequence instead of the workspace default. If you adjust step timings directly on the reminder (rather than picking a saved sequence), Remindax gives this reminder its own private copy of those steps — the named sequence in Settings is untouched.
Go to Templates → Email in the sidebar (NOT under Settings). Click Create Email Template, give it a name, write the subject and body using merge tags like #title#, #contact_first_name#, and #exp_date#. Save, then assign it to a sequence step. Your workspace ships with default templates for each reminder type — Expiration, Due Date, Appointment, Event.
Remindax uses hash-style merge tags — #field_name#, not curly braces. The variables you can use differ by channel — email has the fullest list, SMS supports a narrower set, and WhatsApp uses its own (with some abbreviated names like #doc_type# instead of #document_type#). Type tags manually — there's no click-to-insert picker in the template editor.
SMS templates work like email templates — you create and edit them under Templates → SMS in the sidebar (action: Create SMS Template). They support a narrower set of merge tags than email. WhatsApp templates are different — they're read-only, pre-approved by Meta, fixed per reminder type, and managed by Remindax support. The WhatsApp page under Templates → WhatsApp is a reference listing, not an editor.
In the email template editor, click Send Test Email, enter an email address (typically yours), and send. The test verifies layout, HTML rendering, and the subject line — but it does NOT populate merge tags with real data. Tags like #title# appear literally in the test email. To verify merge tag substitution, send a real reminder to a real (or your own) contact and inspect what arrives.
To delete a non-default template, open it from Templates → Email (or SMS), use the delete action, and confirm in the dialog: Confirm delete: [template name]?. Remindax does NOT show a "used by" list — it won't warn you which sequences or reminders reference this template. Before deleting, manually check Reminder Sequences and key reminders to ensure nothing breaks. Default templates can't be deleted.
