Platform
Reminders
Configure birthday, membership anniversary, and passport-expiration reminders, then run an exact due-date check safely.
Message templates
Customize the notification and email copy used by reminders.
Notifications
Understand personal preferences and the difference between in-app and email delivery.
Audit logs
Review completed manual reminder checks.
How reminders work
Enabling a reminder type makes matching active members eligible for evaluation; it does not send anything immediately. The Settings reminder family is evaluated only when an authorized administrator selects Run due reminders.
Each check compares today with the exact configured calendar-day offset, resolves eligible recipients, creates new in-app notifications immediately, and queues eligible passport emails for background delivery. Disabled types and previously handled instances are skipped.
Birthday reminders
Birthday reminders are in-app only. Every recipient is filtered by their birthday-reminder preference, so an eligible person who opted out does not receive one.
| Control | Effect |
|---|---|
| Birthday reminders | Main switch for both advance and day-of birthday notifications. When off, birthday dates are skipped and a missed window is not backfilled later. |
| Advance reminder days before | Matches one exact nonzero number of calendar days before the next birthday. New communities use 3 days. |
| Send day-of birthday notification | Adds the exact birthday date when the main birthday switch is on. Turning it off leaves the advance reminder available. |
| Notify all active members about birthdays | Adds all active members to the recipient set. When off, the subject member and active Owners/Admins remain eligible. |
Membership anniversary reminders
The member and active Owners/Admins are eligible for an in-app notification. The same personal birthday-reminder preference controls receipt. There is no notify-all-members option for anniversaries.
| Control | Effect |
|---|---|
| Enable membership anniversary reminders | Main switch for advance and day-of notices based on each active membership join date. When off, anniversary dates are skipped. |
| Advance reminder days before | Matches one exact nonzero number of calendar days before the annual join-date anniversary. New communities use 3 days. |
| Send day-of anniversary notification | Adds the anniversary date itself when the main switch is on. |
Passport expiration reminders
| Control | Effect |
|---|---|
| Enable passport expiration reminders | Main switch for every passport stage and channel. It is off by default for new communities. |
| Notify member | Creates a private in-app reminder for the active member when their passport preference allows it. |
| Notify admins | Creates operational alerts for active Owners/Admins only when Admin in-app alerts and Passport expiration alerts are also enabled. |
| Email reminders | Queues email only when email delivery is available and a corresponding new in-app reminder was created. Email is not an independent fallback. |
| First notice / Second notice / Final notice | Three exact positive, unique, descending day offsets. Defaults are 180, 90, and 30 days. |
| Day-of expiration reminder | Adds the passport expiration date itself when the main passport switch is on. |
Run due reminders
Run due reminders performs the complete check before returning: it loads active memberships, evaluates enabled birthday, anniversary, and passport settings, creates eligible in-app records, queues eligible passport email campaigns, and reports counts by category.
It does not evaluate events, Task Board due dates, task reminders, or registrations. Those features have their own workflows. The action is permission-gated and runs independently from Save changes.
- Disabled reminder families are skipped, even when a date otherwise matches.
- A successful all-zero summary means the check completed and nothing new matched.
- In-app notifications exist when the action returns; queued passport emails continue through background delivery and may still fail later.
Due dates and UTC boundaries
A reminder is due only when the current UTC calendar date exactly matches a configured offset or the enabled day-of date. The community timezone is not used for this Settings reminder check.
The check does not sweep overdue or missed windows. If a type is disabled on its matching day, or no administrator runs the check that day, enabling or running it later does not backfill that occurrence.
Recipients and channels
Inactive or suspended memberships are not recipients. Optional email also requires a usable destination and current email configuration.
| Type | Recipients | Channel |
|---|---|---|
| Birthday | Subject member, active Owners/Admins, and optionally all active members; each recipient preference applies. | In-app |
| Membership anniversary | Subject member and active Owners/Admins; each recipient preference applies. | In-app |
| Passport expiration | Active member and/or active Owners/Admins according to audience, community alert, and personal preference switches. | In-app; optional queued email |
Repeat runs and history
Running the check repeatedly on the same UTC date is safe: a reminder already created for the same person, occurrence, and stage is skipped. Because passport email is queued only with a newly created in-app reminder, the repeat check does not queue that email again.
A completed manual check records the initiating administrator and the resulting category counts in Audit logs. Saving reminder settings is not currently listed as a separate reminder-settings audit event.
Failure behavior
If the due check itself fails, Settings shows an error instead of the count summary. Work created before the error may remain, later members may not be evaluated, and a completed-run audit entry is not guaranteed. A later retry remains duplicate-safe for records already created.
Background email delivery has its own retry and delivery history after a campaign is queued. An email failure does not remove the in-app notification. Review the Email workspace and Audit logs when results need investigation.
Examples
- Birthday due: a birthday is August 12 and the advance value is 3. A check on August 9 UTC creates eligible in-app notifications. Repeating the check that day creates nothing new.
- Nothing due: a check finds no exact enabled date match. It succeeds with zero counts and creates or queues nothing.
- Birthday disabled: a member is three days from their birthday, but Birthday reminders is off. Birthday is skipped while enabled anniversary or passport matches can still be processed.
- Passport already processed: the 90-day stage created a member reminder and queued email earlier that UTC date. A repeat check skips both; it does not resend the email.
Permissions
Viewing and changing this section, including Run due reminders, requires Manage reminder settings. Owners have this access; Admins need the delegated permission.