1️⃣ What Is the Customer Reminder Process?
The Customer Reminder Process is the structured workflow that ensures every reminder is always connected to a specific customer, visible across the system, and actionable at the right time.
It defines:
-
How reminders are created
-
Where they appear
-
How they behave visually
-
How they integrate with automation, WhatsApp, and telemarketing
-
How the system decides what is active, upcoming, or completed
In short:
It turns customer follow-ups into a controlled, reliable, and trackable system.
2️⃣ Core Concept: Customer → Reminder Relationship
How the relationship works
-
A customer can have many reminders
-
A reminder always belongs to exactly one customer
-
A reminder cannot exist without a customer
This guarantees:
-
No orphan reminders
-
Full customer history
-
Accurate follow-up tracking
Every reminder inherits its business context from the customer.
3️⃣ Where Reminders Are Created From
The system allows reminders to be created from multiple entry points, all feeding into the same unified reminder engine.
Creation sources (all supported):
-
Customer Profile
-
Customer / Lead List
-
WhatsApp (AI-driven)
-
Automation System
-
Telemarketing Module
No matter where a reminder is created, it:
-
Links to the customer
-
Uses the same logic
-
Appears everywhere consistently
4️⃣ Creating a Reminder from Customer Profile
User experience
-
User opens a customer profile
-
Navigates to the Reminder section
-
Clicks Add Reminder
-
Selects:
-
Date & time
-
Reminder note
-
Optional assigned team member
-
-
Saves
What the system does
-
Automatically links reminder to the customer
-
Stores time safely
-
Displays reminder immediately in the profile
-
Makes reminder visible globally
This is the most direct and commonly used reminder flow.
5️⃣ Creating a Reminder from Customer / Lead List
Visual indicator: Reminder Icon
Each customer row includes a clock icon:
-
Green clock → Customer has an upcoming reminder
-
Default clock → No active reminder
This gives instant visibility without opening the profile.
Flow
-
User clicks the clock icon
-
Reminder popup opens
-
Customer is pre-selected
-
User adds date, time, and note
-
Reminder is saved
-
Icon turns green
This allows fast reminder creation at list level, ideal for high-volume workflows.
6️⃣ Creating a Reminder from WhatsApp (AI-Driven)
How it works
-
Customer sends a WhatsApp message
Example: “Remind me to call on Monday at 10am”
-
AI detects:
-
Reminder intent
-
Date
-
Time
-
Context
-
-
System:
-
Identifies the customer from the chat
-
Creates a reminder automatically
-
-
Confirmation is sent back via WhatsApp
Result
-
Zero manual input
-
Natural language → structured reminder
-
Perfect for conversational sales & support
7️⃣ Creating a Reminder from Automation
Automation-based reminders
Automations can create reminders automatically when:
-
Customer status changes
-
A deal reaches a stage
-
A document is created
-
A payment is overdue
-
A delay timer expires
Example
-
Customer becomes “Interested”
-
Automation waits 3 days
-
Reminder is created:
-
“Follow up after interest”
-
-
Reminder appears for assigned user
This ensures process-driven follow-ups, not memory-driven ones.
8️⃣ Creating a Reminder from Telemarketing
Use case
During a call:
-
Agent selects Reminder as call outcome
-
Sets date, time, and note
-
Ends call
The system:
-
Updates call queue
-
Creates customer reminder
-
Ensures next action is scheduled
This prevents lost callbacks in call-center environments.
9️⃣ How Reminders Are Stored & Interpreted
Time intelligence
-
Users enter time in their local timezone
-
System stores reminders in UTC
-
Display is always converted back correctly
This guarantees:
-
No timezone mistakes
-
Global team reliability
-
Accurate scheduling
1️⃣0️⃣ Active vs Past Reminders
Reminder status logic
-
Active Reminder
-
Scheduled in the future
-
Triggers green icon
-
Considered actionable
-
-
Past Reminder
-
Time already passed
-
No icon highlight
-
Still visible in history
-
Only future reminders affect UI indicators.
1️⃣1️⃣ How Reminders Are Displayed
In Customer Profile
Shows:
-
Who created the reminder
-
Reminder note
-
Date & time
-
Edit option
-
Delete option
All reminders (past + future) are visible here.
In Customer List
Shows:
-
Only visual indicator (clock icon)
-
Green if upcoming reminder exists
-
Used for quick scanning
1️⃣2️⃣ Editing & Managing Reminders
Editable actions
-
Change date & time
-
Update reminder note
-
Delete reminder
All edits:
-
Happen instantly
-
Require no page reload
-
Respect user permissions
1️⃣3️⃣ Automation Trigger on Reminder Creation
Whenever a new reminder is created:
-
Automation event fires
-
Other workflows can start
Possible automation outcomes:
-
Send email
-
Send SMS
-
Send WhatsApp
-
Create task
-
Update customer status
This makes reminders active workflow triggers, not passive notes.
1️⃣4️⃣ Complete End-to-End Flow (Visual)
Customer Exists
↓
Reminder Created (Any Source)
↓
Reminder Linked to Customer
↓
Time Stored Safely
↓
Automation Triggered (Optional)
↓
Reminder Appears:
- Customer Profile
- Reminder Popup
- Customer List Icon
↓
User Acts at Right Time
1️⃣5️⃣ What This System Guarantees
✔ Every reminder belongs to a customer
✔ Multiple reminders per customer supported
✔ No duplicate logic across modules
✔ Clear visual indicators
✔ Timezone-safe scheduling
✔ Automation-ready design
✔ Consistent behavior everywhere
1️⃣6️⃣ Final Conceptual Definition
The Customer Reminder Process is a centralized, customer-linked follow-up engine that transforms reminders into reliable, visible, and automated business actions—regardless of where they are created.
✅ One-Line Summary
Customer reminders ensure that every follow-up is scheduled, visible, and never forgotten—across people, channels, and workflows.
