How to set the default reminder schedule (e.g. 30/14/7 days before)
Configure how many reminders go out, how far before (or after) the expiry date, and at what time - these defaults apply to every new expiry.
What is it
A reminder is a scheduled notification (email, and optionally SMS/WhatsApp) sent a set number of days/weeks/months before or after an expiry's date. The default reminder schedule is the sequence of reminders (e.g. 30 days before, 14 days before, on the day) that's automatically applied to every new expiry, so you don't have to configure it record-by-record.
Why / when to use it
Steps- Set the default schedule once to establish your organization's standard "how much warning is enough" policy - most teams use a cascading sequence (e.g. 30/14/7/1 days before) so urgency escalates as the deadline nears.
- Individual expiries can still override the default if a particular deadline needs a different lead time (e.g. a complex renewal that needs 90 days' notice) - the default is a starting point, not a hard rule.
- This is different from a Workflow trigger: a reminder just notifies; it doesn't track whether anyone acted on it. Use a workflow alongside reminders when you need to track completion of the response, not just the notice.
- From the sidebar, go to Reminder defaults (under the Notifications section), then open the When to send tab.
- Click + Add row to add a reminder: enter a Number (e.g. 30), a Duration (days/weeks/months), whether it fires before or after expiration, and the Time of day to send it.
- Add as many rows as you want (e.g. 30 days before, 14 days before, 7 days before, on the day).
- Remove a row with its trash icon.
- Choose the Email Delivery Mode: one email per expiry, or a single daily digest bundling everything due that day.
- Click Save changes. New expiries will use this schedule by default - you can still override it per expiry.