Keep contracts moving forward with automated signature reminders. Set up follow-ups that prompt signatories to take action so nothing slips through the cracks.
Overview
Signature reminders automatically send follow-up emails to signatories who haven't yet signed a contract. Instead of manually tracking pending signatures and sending follow-up emails, you can configure reminders once at the workflow level and let SpotDraft handle the rest.
With signature reminders, you can:
- Send automated reminders at customizable intervals
- Skip weekends and non-business days
- Turn reminders on or off for individual contracts
- Customize reminder email templates
Setting Up Signature Reminders
Signature reminders are configured in the Workflow Manager and apply to all contracts created from that workflow.
Accessing Reminder Settings
- Navigate to Workflow Manager
- Select your workflow
- Go to Additional Options
- Click Reminders
- Select Signature Reminders
Configuring Reminder Timing
Set up when and how often reminders are sent:
| Setting | Description | Default |
|---|---|---|
| First reminder after | Number of days after sending for signature before the first reminder | 3 days |
| Repeat every | Number of days between subsequent reminders | 5 days |
| Business days only | When enabled, reminders are only sent on weekdays | On |
Example configuration: If you set the first reminder to send after 3 days and repeat every 2 days with business days enabled, a contract sent for signature on Monday would trigger the first reminder on Thursday, then follow-up reminders the following Monday, Wednesday, and so on.
Understanding how Business days only function works(enabled by default)
If a contract is sent for signing with the "business days only" setting enabled, reminders will not be sent on weekends to the signers. However, weekends will still be counted when calculating the reminder schedule. This means: If a reminder is scheduled to be sent on a weekend, it will automatically be deferred and sent on the next available business day, which is Monday.
Example Scenarios(also includes the interval):
- Contract sent on Thursday, and the first reminder is set for 3 days later
- The 3rd day is Sunday, so the reminder will be sent on Monday.
- Contract sent on Thursday, and the first reminder is set for 2 days later
- The 2nd day is Saturday, so the reminder will be sent on Monday.
- Contract sent on Thursday, and the first reminder is set for 5 days later
- The 5th day is Tuesday, which is a business day, so the reminder will be sent on Tuesday as planned.
Customizing Reminder Emails
Customize your reminder email template in Workflow Manager → Email Settings.
Default reminder email:
Subject: Reminder: Sign the [Contract Name]
Body: This is a reminder to sign the [Contract Name] sent to you by [Company Name] on [Date Sent].
Button: View Contract
You can personalize the email template using available variables.
Managing Reminders at the Contract Level
Viewing Reminder Settings
Once a workflow is published, all contracts created from it automatically inherit the workflow's signature reminder settings.
To view the reminder configuration for a specific contract:
- Open the contract
- Click More Actions
- Select Signature Reminders
The configuration displays in read-only mode, showing the settings inherited from the workflow.
What Happens When You Replace a Signatory
When you replace a signatory on a contract, the reminder schedule resets for the new signatory based on the workflow configuration. The first reminder is sent after the configured number of days from when the new signatory was added.
If you need to prompt the new signatory sooner, use the Resend option to manually trigger an email.
Tracking Reminder Activity
Every signature reminder is logged in the contract's Activity Log with the following format:
Reminder to sign the contract has been sent to [email] from [Company Name].
This helps you track how many reminders have been sent and when.
Frequently Asked Questions
Do reminders work for both internal and external signatories? Yes, signature reminders are sent to all pending signatories, whether they are internal team members or external counterparties.
Can signatories sign directly from the reminder email? Yes. The reminder email includes a View Contract(you can edit the CTA via Email settings in workflow manager) button that takes the signatory directly to the signing experience.
What happens if I update the reminder settings on a workflow? Updated settings apply only to contracts created after the workflow is published with the new configuration. Existing contracts retain their original reminder settings.
Need help? Contact support@spotdraft.com