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Default Reminders Configuration

Set the account-wide default reminder schedule that every new expiration item inherits — for example, send reminders 30, 14, and 7 days before each expiration.

 

Before You Begin

  • You must be an Admin (or have the Setting View permission) to configure default reminders.
  • These defaults apply only to new expiration items. Existing items keep their current reminder schedule unless you choose to apply the change to them as well.
  • Document types can override these defaults — see Creating a Document Type.
  • Related articles:

How default reminders work

Every expiration item has a list of reminder days — the number of days before the expiration date when a reminder is sent. The Default Reminders page lets you set those numbers once for the whole account.

For example, if you set defaults to 30, 14, and 7:

  • A reminder fires 30 days before the expiration.
  • Another fires 14 days before.
  • Another fires 7 days before.

When you create a new expiration item, it automatically inherits those three reminder days. You can edit them on individual items afterward.

Step-by-Step Instructions

Step 1: Open the Default Reminders page

  1. From the left sidebar, click Settings.
  2. Click Default Reminders.

Alternatively, click the Customize Reminders link in the lower-left of the Calendar page.

Step 2: Add or edit reminders

The page shows each reminder as a row. For each one:

  • Enter the number of days before expiration the reminder should fire.
  • Add another row by clicking the Add button.
  • Remove a row by clicking its delete icon.

Reminder values must be positive integers (1 or higher).

Tip: Start with 30, 14, 7, 1 for most use cases. You can always trim or extend the list later.

Step 3: Save your changes

  1. Click the Save button.
  2. A confirmation dialog asks: Apply Default Reminders to all existing items?
    • Click Yes, apply to all to update every existing expiration with the new defaults.
    • Click No, just save to apply the new defaults to future items only.
  3. The change is saved and a success toast appears.

Step 4 (optional): Reset the list

If you want to start over, click Reset. The list reloads with whatever was previously saved (your unsaved edits are discarded).

Tips & Best Practices

  • Less is more. Three to five reminders per item is usually enough. Too many notifications get ignored.
  • Use the "Apply to all" option carefully. If you have hundreds or thousands of existing items, switching to Yes, apply to all can fire a lot of catch-up notifications. Time it during off-hours.
  • Customize per document type. If different document types need very different reminder schedules (a passport vs. a 30-day inspection), set defaults that match the most common case here, then override on the document type itself.
  • Sort matters. The list automatically sorts ascending by days, so 7 comes before 14, before 30. Don't worry about manual ordering.

Troubleshooting

  • Issue: I clicked Save but nothing happened.
    Solution: Check that every reminder value is a positive integer. A blank or 0 value blocks the save with an error toast.
  • Issue: I clicked Yes, apply to all but a specific item still has its old reminder schedule.
    Solution: Items with a document type that has its own reminder schedule are not overwritten — only items using account-level defaults are updated. Open the item or its document type to adjust.
  • Issue: Reminders aren't firing even though I configured defaults.
    Solution: Check that Send reminder emails and SMS is on in Settings → Customize → Features. That toggle is the master switch for all reminder delivery.
  • Issue: I don't see the Default Reminders menu in Settings.
    Solution: You don't have admin permission. Ask an admin to grant the Setting View permission or to make the change for you.

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