Reminders System Module

1️⃣ What Is the Reminders System?

The Reminders System is a built-in productivity and follow-up engine that ensures no customer action is forgotten.

It allows users to:

Schedule reminders for customers
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 notifications

In simple terms:

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

2️⃣ Why This System Exists

In real business workflows:

Customers need callbacks
Sales need follow-ups
Support needs reminders
Managers need visibility
Teams need accountability

Without reminders:

Follow-ups are missed
Customers feel ignored
Revenue is lost

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

3️⃣ Where Reminders Live in the System

Reminders appear in two main places:

Global Reminders Popup
- Shows all reminders in one place
- Accessible from anywhere
- Used for daily planning
Customer Profile
- Shows reminders related to a specific customer
- Keeps customer history complete

This ensures reminders are both global and customer-specific.

4️⃣ Reminders Popup – Visual Overview

The reminders popup is designed to feel:

Clean
Fast
Action-oriented

What you see:

A list of reminders in 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 ahead.

- This Week

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

- Custom Date Range

Allows selecting a from date and to date.
Used for audits, reviews, or planning.

6️⃣ Team-Based Filtering (Permissions 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 allowed

This ensures:

Privacy
Accountability
Proper role separation

7️⃣ Reminder Row – What Each Reminder Contains

Each reminder row clearly shows:

- Customer

Customer name
Profile image or initials
Clickable to open customer profile

- Created By

Team member who created the reminder
Useful in shared environments

- Date & Time

Exact scheduled date and time
Shown in user’s local timezone
Editable directly

- Note

Description of what needs to be done
Fully editable inline

- Action

Delete reminder instantly
Confirmation prevents mistakes

8️⃣ Inline Editing – No Extra Screens

The system is optimized for speed.

Edit Reminder Date

Click the date
Choose new date & time
Save instantly

Edit Reminder Note

Click the pencil icon
Modify text
Save automatically

No page reloads.
No popups.
No disruption.

9️⃣ Creating a Reminder

How reminders are created:

User selects a customer
Chooses date & time
Adds a note (optional but recommended)
Saves reminder

What happens automatically:

Reminder is linked to the customer
Time is stored safely in system timezone
Reminder becomes visible in popup 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 own timezone
System stores everything in UTC
On display, time is converted back correctly

This prevents:

Wrong reminder times
Missed calls
Global team confusion

1️⃣1️⃣ Automation Integration

The Reminders System is automation-aware.

When a reminder is created:

Automation rules can trigger
Notifications can be sent
Follow-up actions can be scheduled

Examples:

Send reminder email
Send WhatsApp notification
Assign follow-up task
Update customer 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 & Controlled)

How deletion works:

User clicks delete icon
Confirmation appears
Reminder is removed immediately

Safety rules:

Users can delete only reminders they are allowed to see
Organization ownership is respected

1️⃣4️⃣ What the System Guarantees

The Reminders System guarantees:

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

1️⃣5️⃣ Real-World Example Flow

Sales Follow-Up Example

Sales rep speaks with customer
Adds reminder for next day
Reminder appears in “Tomorrow”
Next day → reminder visible
Sales rep clicks customer
Follow-up completed
Reminder deleted or rescheduled

Everything is tracked. Nothing is forgotten.

1️⃣6️⃣ Who This System Is For

Sales teams
Support agents
Account managers
Business owners
Project coordinators
Any role that follows up with customers

1️⃣7️⃣ Final Conceptual Definition

The Reminders System is a time-aware, customer-linked, team-visible follow-up engine that ensures every important action happens at the right moment.

✅ One-Line Summary

Reminders turn intentions into scheduled actions, ensuring customers are never forgotten and teams always stay on track.