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Reminders
Reminders are automated email notifications for recurring type entities, scheduled to send to members based on their subscription expiry date.
A typical use case is notifying members that their subscription is about to expire, giving them the opportunity to renew before losing access.
Reminders can be configured for four types of content entities: 'Member Areas', 'Events', 'Forms', and 'Products'. Each type has independent reminder settings, and the same entity can be attached to multiple reminder rules, making it possible to build multi-step reminder sequences - for example, sending one reminder 30 days before expiry and another 7 days before.
Reminders are found under 'Email Notifications' > 'Reminders' and consist of two key components: the Reminder rule, which controls when and to whom the email is sent, and the Reminder Email, which contains the message delivered to the member.
The 'Reminders' section contains two tabs - 'Notifications' and 'Reports' - allowing you to manage your reminder rules and review their delivery history respectively.
Notifications
The 'Notifications' tab lists all existing Reminder rules. From here you can create new reminders using the "Add New Reminder" button, or click an existing reminder's name or pencil icon () to edit it. A reminder can be deleted using the delete icon () found at the bottom of its edit form.
Creating a Reminder
To create a new Reminder, click the "Add New Reminder" button. The following fields are available when configuring a Reminder rule:
A descriptive name to identify the Reminder in the list.
eg: "Member Area - 7 Days Before Expiry"
The Reminder Email to be sent when this rule is triggered. The dropdown lists all emails available under the 'Subscription Reminders' tab found in 'Email Notifications' > 'Emails'.
If no Reminder Email has been created yet, click "Create New Email" to open the email editor in the admin pop-out sidebar to create it and then assign it to your Reminder rule.
The category of content this Reminder applies to. Options are:
- Member Areas
- Events
- Forms
- Products
The selected type determines which items are available to target and how the "All Items" checkbox behaves.
When checked, the Reminder applies to all relevant items within the selected type. The scope of "all items" depends on the 'Type' selected:
- Member Areas - all member areas with Paid Access.
- Events, Forms, and Products - all items with a recurring type other than "None".
When unchecked, a multi-select dropdown appears allowing you to target one or more specific items. This is useful when different items require different reminder timing or email content.
The same item can be attached to multiple Reminder rules, making it possible to build multi-step sequences - for example, sending reminders at both 30 days and 7 days before expiry.
A numeric value representing the amount of time before or after the 'Date Field'. Used in combination with "Delivery Type" and "Date Field" to determine exactly when the reminder is sent.
eg: 7
The unit and direction of the delivery timing. Options are:
- Days Before
- Days After
- Hours Before
- Hours After
For example, a "Delivery Time" of 7 combined with a "Delivery Type" of Days Before will send the reminder 7 days before the configured 'Date Field'.
The date on the member's subscription record that the delivery timing is calculated against. The current available option is:
- Subscription End Date
An optional filter that restricts the Reminder to members with a particular subscription status at the time of sending. For example, you may only want to target members with an Active subscription and not those who have already cancelled.
Leave blank to send to all members regardless of subscription status.
The status options are:
- Active
- Canceled
- Incomplete
- Incomplete Expired
- Past Due
- Trialing
- Unpaid
An optional filter to restrict the Reminder to members from a specific state or region. Click "Add" to include one or more Member States.
Leave blank to apply the Reminder to all members regardless of state.
The 'State' field used in the CRM is an open text field, so be sure to enter the matching syntax you use for State names (eg: 'New York' or 'NY'), or add both if a mix of formatting is used.
Controls whether the Reminder is active. A Reminder that is not enabled will not send, even if all other conditions are met. This is useful for preparing a reminder in advance before going live, or for temporarily pausing one without deleting it.
Once all fields are configured, click "Save" to create or update the Reminder. The Reminder will begin processing according to its delivery settings from the next scheduled run.
Reports
The 'Reports' tab provides full visibility into reminder delivery performance, complementing the 'Notifications' tab with a complete history of sent reminders, advanced filtering, visual analytics, and export capabilities.
All data in the 'Reports' tab reflects the subscription and member state at the moment the email was sent, ensuring historically accurate reporting regardless of any subsequent changes to the member's status.
Results can be viewed in two modes: table view () and chart view (), which can be toggled using the view icons in the top-right corner of the page.
Reminder report data is also available in the site's 'Analytics' section as a dashboard widget, where a chart displays the same 'Total Sent', 'Success', and 'Failed' metrics with matching time range options, defaulting to the last 7 days. From the dashboard widget, "View More Details" links directly to 'Reminders' > 'Reports' for deeper analysis.
Table View
The default view displays the full history of sent reminders with support for filtering, sorting, and pagination. The number of rows shown per page can be adjusted using the selector at the bottom of the table.
The name of the Reminder rule that triggered the email.
The type of content the reminder was for - Member Areas, Events, Forms, or Products.
The specific item the member was subscribed to at the time of sending.
The date the member's subscription was due to renew.
The email address of the member who received the reminder.
The member's location state/region recorded in the CRM at the time the reminder was sent.
The date the reminder email was sent.
Whether the reminder email was successfully delivered or not.
The member's subscription status at the time the reminder was sent.
Email Preview
Each row in the table includes access to a preview of the exact email sent to that member. Clicking the preview opens a popup displaying the full details of the email as it was delivered, including:
- Email Name
- Email Subject
- From Email
- From Name
- Email Body
Chart View
The chart view displays an aggregated summary of reminder delivery data broken down into three metrics: 'Total Sent', 'Success', and 'Failed'. This provides a quick visual overview of how your reminders are performing over a given time period.
The chart supports the following time ranges:
- 7 days (default)
- 14 days
- 28 days
- 30 days
- Custom range
Advanced Filter
To narrow down the report results, click "Advanced Filter" () to open the filter panel. All filters can be applied simultaneously. Once your filters are set, click "Filter" to apply them. Use "Reset" to clear all active filters, or "Cancel" to close the panel without applying any changes.
Filter by the outcome of the send attempt. Options are:
- New
- Pending
- Sent
- Failed
Filter by the member's subscription status at the time the reminder was sent. Options are:
- Active
- Canceled
- Incomplete
- Incomplete Expired
- Past Due
- Trialing
- Unpaid
Specify a minimum and/or maximum date to filter results within a particular time frame.
Filter by the content type the reminder applies to - Member Areas, Forms, Events, or Products.
Searchable multi-select field to filter results by one or more specific Reminder rules.
Searchable multi-select field to filter results by one or more specific member email addresses.
Searchable multi-select field to filter results by member location state/region.
Exporting Reports
The current report data can be exported using the "Export" button in the toolbar. Reports are exported in CSV format, and only records matching the currently applied filters will be included in the export.