How to Automate Form Reminders?

Who is this article for?

When you email a form to a client, it is not always completed right away. With automatic reminders, Colib emails the form again to the clients who have not completed it after the number of days you choose, so you do not have to follow up yourself.

This article explains how to turn on the reminders, which forms receive them and how to check that a reminder was sent.

Before you start: reminders are set for the whole practice in Settings > Forms (www.colib.io/settings?show=signature). They only concern forms sent by email.

1Turn on the automatic reminders

1. Go to www.colib.io/settings?show=signature. You can also click the Settings icon (gear) in the top bar, then Forms in the Admin menu on the left.
2. Open the Automatic reminders section.
3. Turn on Automatically send a reminder if a form sent to a client has not been completed.
4. In Number of days between the last email sent and the form reminder., enter a number of days (for example 3).
5. In Maximum number of reminders that can be sent for one form., enter the limit (at least 1).
6. Click Save at the bottom of the page.

If the number of days is empty or 0, the reminders are turned off when you save.

2How the reminders work

• Timing — a reminder leaves about the number of days you chose after the last email sent for the form (the first email or the previous reminder). Your client can therefore receive several reminders, spaced by this number of days.
• Limit — the maximum counts every email sent for the form, the first one included. With 5, your client receives the first email and up to 4 reminders.
• Content — the reminder is the same email as the first one, with the same link, and [REMINDER] ([RAPPEL] for French-speaking clients) in front of the subject.
• Which forms — every form emailed to a client: sent from www.colib.io/forms or from the client record, sent automatically with an appointment confirmation, or sent by a recurrent sending.

3Check that a reminder was sent

Every email sent to a client, reminders included, appears in the communication history of the client record, with its delivery status. See How to view client communications: emails and SMS delivery status

In www.colib.io/forms?show=results, the status of the form tells you whether your client opened it or completed it. See How do I see forms results?

Good to know

• For the whole practice — the setting applies to all the forms and all the practitioners of the practice.
• Wording of the email — the reminder uses the message of the first email. To prepare a good message for each form, see How to set up a default email message for my forms?
• Forms before an appointment — to send a form automatically with the appointment confirmation, see How can I automatically ask a client to fill out a form before an appointment?

Still have a question?

Write to us at support@colib.io, we will be happy to help.