Reminder System Module

1️⃣ What is the Reminder System?
 

The Reminder System is a built-in productivity and tracking engine that ensures no customer action is forgotten.
 

It allows users to:
 

  • Schedule reminders for clients

  • Track upcoming follow-ups

  • Assign reminders to themselves or team members

  • Edit, reschedule, or delete reminders instantly

  • View reminders by time (Today, Tomorrow, This Week)

  • Integrate reminders with automation and alerts
     

In simple terms:
 

It replaces sticky notes, memory-based follow-ups, and missed calls with a reliable system.

 

 


2️⃣ Why this system exists
 

In real business workflows:
 

  • Customers need callbacks

  • Sales needs follow-ups

  • Support needs reminders

  • Managers need visibility

  • Teams need accountability
     

Without reminders:
 

  • Follow-ups are missed

  • Customers feel neglected

  • Revenue is lost
     

The Reminder System solves this by making every follow-up visible, scheduled, and trackable.
 


3️⃣ Where reminders reside in the system
 

Reminders appear in two main places:
 

  1. Global Reminders Pop-up
     

    • Shows all reminders in one place

    • Accessible from anywhere

    • Used for daily planning
       

  2. Client Profile
     

    • Shows reminders related to a specific client

    • Maintains a complete client history
       

This ensures reminders are both global and client-specific.
 


4️⃣ Reminders Pop-up – Visual Overview
 

The Reminders Pop-up is designed to feel:
 

  • Clean

  • Fast

  • Action-oriented
     

What you see:
 

  • A list of reminders in a table format

  • Filters at the top

  • Inline editing options

  • Quick delete actions
     

Each row represents one scheduled action.
 


5️⃣ Reminder Filters (Time-based control)
 

The system provides smart time filters so users can focus only on what matters now.
 

Available Filters
 

- All
 

Shows every reminder, regardless of date.
 

- Today
 

Shows reminders scheduled for today.
Perfect for daily task planning.
 

- Tomorrow
 

Shows reminders due tomorrow.
Helps prepare in advance.
 

- This Week
 

Shows reminders scheduled for the next 7 days.
Ideal for weekly planning.
 

- Custom Date Range
 

Allows selecting a start date and end date.
Used for audits, reviews, or planning.
 


6️⃣ Team-based Filtering (Permission-aware)
 

Who can see what?
 

  • Organization Owner
     

    • Can see reminders from all team members

    • Can filter by reminder creator
       

  • Regular User
     

    • Sees only reminders they created

    • Cannot see other team members' reminders unless permitted
       

This ensures:
 

  • Privacy

  • Accountability

  • Proper role separation
     


7️⃣ Reminder Row – What each reminder contains
 

Each reminder row clearly displays:
 

- Client
 

  • Client name

  • Profile picture or initials

  • Clickable to open the client profile
     

- Created By
 

  • The team member who created the reminder

  • Useful in collaborative environments
     

- Date & Time
 

  • Exact scheduled date and time

  • Displayed in the user's local timezone

  • Directly editable
     

- Note
 

  • Description of what needs to be done

  • Fully editable inline
     

- Action
 

  • Delete reminder instantly

  • Confirmation prevents errors
     


8️⃣ Inline Editing – No extra screens
 

The system is optimized for speed.
 

Edit Reminder Date
 

  • Click on the date

  • Select a new date and time

  • Save instantly
     

Edit Reminder Note
 

  • Click on the pencil icon

  • Change the text

  • Auto-saves
     

No page reloads.
No pop-ups.
No interruptions.
 


9️⃣ Creating a Reminder
 

How reminders are created:
 

  1. User selects a client

  2. Chooses a date and time

  3. Adds a note (optional but recommended)

  4. Saves reminder
     

What happens automatically:
 

  • Reminder is linked to the client

  • Time is securely stored in the system's timezone

  • Reminder becomes visible in the pop-up and profile

  • Automation events may trigger
     


1️⃣0️⃣ Timezone Safe by Design
 

One of the most important features.
 

How it works:
 

  • Users see and enter time in their local timezone

  • The system stores everything in UTC

  • When displayed, time is correctly converted back
     

This prevents:
 

  • Incorrect reminder times

  • Missed calls

  • Confusion in a global team
     


1️⃣1️⃣ Automation Integration
 

The Reminder System is automation-aware.
 

When a reminder is created:
 

  • Automation rules can trigger

  • Alerts can be sent

  • Follow-up actions can be scheduled
     

Examples:
 

  • Send a reminder email

  • Send a WhatsApp alert

  • Assign a follow-up task

  • Update client status
     

This turns reminders into active workflow triggers, not passive notes.
 


1️⃣2️⃣ Editing vs. Creating – Smart Behavior
 

The system intelligently understands intent.
 

  • If a reminder already exists → it updates

  • If not → it creates a new one
     

No duplicates.
No confusion.
Clean data.
 


1️⃣3️⃣ Deleting Reminders (Safe and Controlled)
 

How deletion works:
 

  • User clicks the delete icon

  • A confirmation appears

  • The reminder is instantly deleted
     

Safety rules:
 

  • Users can only delete reminders they are authorized to see

  • Organization ownership is respected
     


1️⃣4️⃣ What the system guarantees
 

The Reminder System guarantees:
 

✔ No missed follow-ups
✔ Clear ownership
✔ Time accuracy
✔ Client linkage
✔ Quick editing
✔ Team visibility
✔ Automation support
 


1️⃣5️⃣ Real-world example flow
 

Sales Follow-up Example
 

  1. Sales rep talks to a client

  2. Adds a reminder for the next day

  3. Reminder appears in "Tomorrow"

  4. Next day → Reminder is visible

  5. Sales rep clicks on the client

  6. Follow-up completed

  7. Reminder deleted or rescheduled
     

Everything documented. Nothing forgotten.

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