Reminders turn the deadlines on your calendar into emails that go out on their own. Set them up once under Automations → Reminders; they apply across your deals — every deal sitting in a board category marked In flight (see Create a deal).
Turn reminders on
The Reminders tab lays your transaction out as a horizontal timeline, where each milestone is one reminder:
- Inactive reminders wait in the Available reminders tray. Drag a milestone up onto the Reminder timeline to turn its email on — it then runs across every in-flight deal as that deadline nears. Drag it back down to the tray to turn it off.
- Click any milestone — on the rail or in the tray — to open its editor.
The eligible milestones are a fixed, lifecycle-ordered set: the core deadlines (earnest money, the investigation, loan, and appraisal contingencies, the final walk-through, close of escrow, possession), scheduled appointments (inspection, appraisal, buyer and seller signings), counter offers and loan funding, and the detail dates a transaction coordinator tracks. The acceptance date and any custom milestones you add aren't reminder-eligible.
Configure a reminder
Clicking a milestone opens its editor, with an On / Off switch at the top and these settings:
- When to send — 2 days before, 1 day before, or Day of, plus the time of day it goes out (e.g. 09:00). Timing is relative to that milestone's deadline on each deal.
- Who gets the email — pick roles, not addresses: Buyer, Seller, Buyer's Agent, Listing Agent, Escrow, Lender, and Me (use add party to add a role). Each deal resolves the roles to that deal's actual parties from the deal record — no addresses to maintain.
- Email message — your wording, with insertable variables:
{{property}}becomes the property address and{{date}}the milestone date. The Email preview shows exactly what will go out. Tick Append a short action summary to add a one-line "what's left to do" (e.g. for earnest money: Wire earnest money to escrow.); the summary exists for the core deadlines.
Use Send test email to send yourself a sample before trusting it with clients.
Watching deliveries
A Recent reminders list at the bottom of the tab shows recent deliveries across all your reminders, each with a status pill: sent, pending (scheduled, not yet fired), skipped (e.g. the deal had no party in that role), or failed. A skipped delivery is usually a missing party role on the deal record — fill it in on the Overview tab.
Per-deal: see and mute reminders for one transaction
The rules above are workspace-wide, but you can check and control them for a single deal. Open the deal and go to the Workflow tab (the Automated reminders panel under Milestones). It shows:
- Scheduled for this deal — which active reminders will fire on this deal's upcoming deadlines, with the exact send date and recipients.
- Recent reminders for this deal — what's already gone out, with the same status pills.
To silence reminders for just this one transaction without touching your workspace rules, flip Mute on in that panel. Muted deals send nothing until you flip it back off; every other deal keeps its reminders. (Closed, archived, or cancelled deals stop reminding on their own.)