Reminders
Choose when people are warned before a document runs out, who is told for which documents, and check that every reminder went out.
On this page
ValiCrew checks every expiry date each day. When a date is a set number of days away, it raises a reminder and tells the people you chose. Once the date has passed, it reminds again every week until the document is renewed. Renewing closes the open reminders and starts a fresh set for the new date.
Admin, HR and Operations can change reminder settings. A custom role needs reminders.manage.
Set when reminders go out
- Go to Settings and choose Reminders. From the Expiries page, Reminder settings also takes you to Settings.
- Under When reminders go out, the Standard schedule shows the days before expiry on which people are warned. A new company starts with 90, 60, 30, 15, 7, 3 and 1 days.
- To stop warning on one of those days, choose its chip. To add a day, choose Add a day, enter the Days before (1 to 730) and choose Submit.
A schedule always keeps at least one day. The standard schedule covers every document that has no schedule of its own.
Give one type of document its own schedule
- Under When reminders go out, choose Schedule for one type.
- Enter a Name.
- In Reminder offsets (days before expiry), type each number of days and press Enter after each one.
- Tick the Document Categories this schedule is for.
- Choose Create.
The schedule then appears under Own schedule, with its days and the categories that use it. Use the row's menu to Edit or Delete it; a schedule still in use cannot be deleted.
For any document, ValiCrew uses the first schedule it finds: the Reminder rule chosen on the document itself, then its category's schedule (or a parent category's), then the standard schedule.
Choose who is told
- Under Who hears about it, choose Add someone.
- In Recipient type, choose Specific user, A role, The document owner or External email. Then pick the User or the Role, or enter the External name and External email.
- In Applies to, choose Whole company, A category or A specific document. For a category or one document, enter its number in Category / document ID.
- Choose Create.
Only people who can reach this company are offered. The document owner means the person the document belongs to, at their own email address.
The list shows one row per recipient, with Who, Kind and For which documents. To remove someone, open the row's menu and choose Stop telling them.
The most specific setting wins. Recipients set for one document replace those of its category, and a category's recipients replace the whole company's.
Check who hears about one document
Under Check who hears about one document, search for a document by a person's name, a plate or a document type. ValiCrew lists exactly who will be told about it, how, and on which days. If nobody would hear about it, add someone above or give its category a recipient.
How reminders are delivered
Reminders are sent by email from your company, and always show in the app and under the bell. A reminder three days or less before expiry, or for an overdue document, arrives as its own email; the others come together in one summary email per company. Until mail is connected, reminders wait to be sent. See Notifications and email.
Check that reminders went out
Go to Expiries and open Sent reminders. Each row shows the Reminder for (the document and whose it is), Due on, Sent when, the Channel and the Status. The switch above the list shows All, Pending, Sent or Failed.
| Status | What it means |
|---|---|
| Pending | Waiting to go out. |
| Sent | Delivered. |
| Failed | Could not be delivered. The reason shows under the status. |
| Skipped | Closed without being sent, for example because the document was renewed first. |
A document's own Reminders tab shows the same rows for that document only.