Automatic Email Reminders: How to Activate and Use Them
Automatic email reminders in Expense help keep users, reviewers, and approvers on track by automatically sending reminder notifications based on a schedule you define. By enabling this feature, organizations can reduce manual follow-ups, improve report turnaround times, and ensure important tasks are not overlooked. Whether you're managing expense reports, approvals, or outstanding actions, automatic reminders help maintain an efficient workflow across your organization.
Why Use Automatic Email Reminders?
Automatic reminders can help your organization:
- 📧 Reduce manual follow-up work
- ✅ Improve approval and review turnaround times
- ⏰ Ensure users complete pending tasks
- 👥 Keep reviewers and approvers informed
- 🚀 Increase overall efficiency and compliance
👉 Automated notifications help ensure that important actions are completed on time.
Activate Automatic Email Reminders
Step-by-Step
- Go to Administration
- Navigate to Settings
- Select the Misc tab
- Locate the option Use automatic email reminders
- Enable the checkbox
✅ Automatic email reminders are now activated.
Configure the Reminder Frequency
Once the feature has been enabled, choose how often reminders should be sent.
Depending on your organization's needs, you can configure reminders to be sent:
- 📅 Daily
- 📅 Weekly
- 📅 At a custom interval
👉 Select a frequency that aligns with your internal workflows and reporting deadlines.
Schedule Reminder Delivery
You can further optimize reminders by configuring:
- ⏰ Preferred sending times
- 📆 Specific days for delivery
- ✅ Reminder intervals that suit your users
This ensures notifications are sent when recipients are most likely to take action.
Important: Email Whitelisting
⚠️ Expense reminders are sent from a no-reply email address.
To ensure reliable delivery, we recommend that your IT department:
- ✅ Whitelist the sender address
- ✅ Add the sender to trusted email lists
- ✅ Verify spam filtering rules
This helps prevent reminders from being blocked or sent to junk mail folders.
Benefits of Automatic Reminders
⏱️ Save Time
Reduce the need for manual reminder emails and follow-ups.
✅ Improve Compliance
Encourage users to submit reports and complete approvals on time.
👥 Better Workflow Management
Keep all stakeholders informed about outstanding actions.
📧 Consistent Communication
Ensure reminders are sent regularly and automatically.
Best Practice Recommendations
- ✅ Enable reminders for all active users
- 📅 Use a reminder frequency that matches your reporting cycle
- 👥 Inform users that automated reminders are enabled
- 🔒 Ask your IT department to approve the sender address
- 📊 Review reminder effectiveness periodically
❓ Frequently Asked Questions (FAQ)
Who receives automatic email reminders?
Users, reviewers, and approvers with outstanding actions may receive reminders based on your configuration.
Can I choose how often reminders are sent?
Yes. You can configure the reminder interval according to your organization's needs.
Why are users not receiving reminder emails?
Check that:
- Automatic reminders are enabled
- The user's email address is correct
- The sender address has been approved by your IT department
- The emails are not being filtered as spam
Can users reply to reminder emails?
No. Reminder emails are sent from a no-reply address.
✅ Summary
- 📧 Enable automatic email reminders under Settings > Misc
- ✅ Reduce manual follow-ups and improve workflow efficiency
- 📅 Configure reminder frequency to suit your organization
- 🔒 Ensure the no-reply sender is approved by your IT department
- 🚀 Keep users, reviewers, and approvers on track automatically