Reminders

Use cases

Reminders turn the next step in a sales process into a scheduled prompt.

Situation	Reminder to create
A prospect asks for pricing next week	Link a one-time reminder to the opportunity: “Send pricing options.”
A founder wants a daily follow-up habit	Create a daily reminder for a short task such as reviewing new replies.
A proposal needs a team check-in	Create a reminder for selected members and link it to the opportunity.
A customer has a regular renewal review	Create a monthly reminder linked to the account or renewal record.
A task is no longer relevant	Complete a one-time reminder or stop a repeating reminder so it does not fire again.

Getting Started

You can create reminders in two places:

Activity → Reminders: for reminders across the workspace.
Record side panel → Reminders: for reminders about the open record.

Open the relevant location, then:

Select Add a reminder… and enter a short instruction.
Choose when it should run, or choose a repeat schedule.
Choose the timezone used for the reminder.
Choose who should receive it.
When working from the Activity tab, select Select record if the reminder belongs to a contact, company, opportunity, or another record.
Select Create.

In the record side panel, the open record is connected automatically. In Activity, a reminder can be workspace-wide or linked to a record you select.

How to use it

Choose a one-time reminder

For a single follow-up, leave Repeat set to Don’t repeat. Under When, choose:

In 1 hour for a quick follow-up.
Tonight for an end-of-day task. This option is hidden once 18:00 has passed in the chosen timezone.
Tomorrow for the next working-day check.
Next week for a later follow-up.
Custom… to enter a date and time.

The reminder is grouped as Overdue, Today, Tomorrow, or another date after it is created.

Choose a repeating reminder

Set Repeat to Daily, Weekly, or Monthly. Then choose the time and, when needed, the weekday or day of the month.

Use Daily for a routine such as checking new outreach replies.
Use Weekly for a pipeline review or a recurring customer check-in.
Use Monthly for renewals, invoices, or account reviews.

Monthly schedules support days 1–28, which avoids reminders disappearing in shorter months.

Choose the audience

Under Visibility, choose one of these options:

Private: only you are notified. Use it for your personal follow-up list or a sensitive task.
Public: every member of the workspace is notified. Use it for a shared operating rhythm, such as the weekly pipeline review.
Selected people: choose one or more workspace members. Use it when a specific salesperson, founder, or reviewer needs to act.

If you choose Selected people, select at least one member before creating the reminder. The reminder owner can always see their own reminder.

Link a reminder to a record

When creating from Activity, select Select record, search the workspace, and choose the record. A linked reminder shows the record name in the reminder list and keeps the task next to the customer or opportunity context.

Use a clear title that starts with an action: “Call after proposal review” is more useful than “Proposal.”

Review, edit, and finish reminders

The Reminders list is grouped by due date, with a separate Recurring section. Completed reminders are kept in Completed, which can be expanded when you need to review history.

Select Edit to change the title, schedule, timezone, audience, or linked record.
Select the circle/check control on a one-time reminder to Complete it.
Select the same control on a repeating reminder to Stop repeating it.
Select Refresh in Activity to reload the list.

When changing a one-time reminder’s date, the pending scheduled run is replaced with the new schedule. For repeating reminders, edits update the repeating schedule.

Troubleshooting

The reminder was not created

Add a title; the Create button remains unavailable without one.
For a one-time reminder, choose a valid date and time.
For a repeating reminder, choose a cadence and time.
If the audience is Selected people, choose at least one workspace member.
Check that the selected record still exists and that you can view it.

I cannot see a reminder

You can see reminders you own, public reminders, and reminders where you are a selected recipient. A private reminder created by someone else is not shown to you. In Activity, make sure you are on Reminders, not Unread or All activity.

The reminder fired at the wrong time

Edit the reminder and check Timezone. The schedule uses the selected timezone, not necessarily the timezone of the person viewing it. This is especially important for teammates in different countries or around daylight-saving changes.

I completed the wrong reminder

Open the Completed section to confirm what happened. If the reminder should run again, use Edit where available to create the correct future schedule; for a repeating reminder, create a new repeating reminder after it has been stopped.

A repeating reminder still appears

Select Stop repeating, then refresh the Activity or Reminders tab. A stopped repeating reminder should no longer fire; completed history may remain visible.

A reminder is linked to the wrong record

Select Edit, remove the connected record, choose the correct record, and save. If the record selector cannot find the record, check your access and whether the record was deleted or removed from its group.

Another member did not receive the reminder

Confirm that the correct member was selected.
Confirm that the reminder is not private.
For a public reminder, confirm that the member belongs to the workspace.
Ask the member to check Activity and enable email notifications if they also want email delivery.