Date Reminder Templates: Everything you need to know

Date reminder templates help your team create consistent reminders without rebuilding the same setup each time. Save the details once, then reuse the template whenever you add a reminder to a contract date.

Note: Date reminder templates are not tied to a single date: any template can be used on any contract date except Effective Date, including custom date fields.

Not to be mistaken for the Contract Templates feature, the date reminder templates is separate and different feature.

Administrators create and manage templates. However, anyone who has permission to add reminders (such as a Standard or No-delete) can use an available template on a contract date.

Create a reminder template
Use a reminder template on a contract date
Edit or delete a reminder template

Create a reminder template

To create a reusable reminder setup:

Go to Settings › Date Reminders › Templates.
Click Create New Template.
Complete the template fields described below.
Click Save.

Template fields

Field	What it controls
Template name	Choose a name your team will recognize, such as “Renewal heads-up, 90 days.”
Remind	Set how many days before the contract date the first reminder should be sent.
Repeat	Set how often the reminder repeats, in days, until the contract date. Leave this blank to send the reminder once.
Recipients	Add anyone with an email address, including a shared mailbox or distribution list. Recipients do not need a ContractSafe login. Start typing to select someone you have sent reminders to before, or enter a new address.
Include with the reminder	Optionally attach the contract, the contract’s other files—such as amendments and exhibits—or add a custom message. Custom messages are plain text.

Tip: Use clear names that describe the event and timing. This makes it easier for teammates to select the right template when they add a reminder.

Use a reminder template on a contract date

When you add a reminder to a contract date, select the saved template that matches your needs instead of entering the settings manually. Templates can be used on eligible contract dates, including custom date fields. For the steps to add or edit a reminder, see How to set contract date reminders in ContractSafe.

Read the templates list

The templates list gives you a quick view of how each saved setup is configured. Each row shows:

The template’s timing.
The repeat schedule.
The recipients. Hover over Template Details to see everyone included.
The number of contract dates using the template, shown as Number of Dates applied to.
Update the unsent reminders that use this template. This is the default option. Reminders that have already been sent are not changed.
Apply going forward only. Your change is saved as a new template, so a second row appears in the templates list. Reminders already using the original template keep their existing settings.

Edit or Delete a reminder template

To edit, click the template's name. If the template is already on one or more dates, choose how your change applies:

1. Update the unsent reminders that use this template. This is the default. Reminders that already went out don't change.

2. Apply going forward only. Your change is saved as a new template, so you'll see a second row in the Templates list. Reminders already using the original keep its settings.

Note: If a change does not fit some existing reminders, for example, changing the reminder to 20 days before a date when some dates are only 10 days away; ContractSafe tells you how many reminders are affected. You can apply the change going forward only or keep the current setting.

To delete a template, click the delete option in its row and confirm. Reminders that used the template keep their settings as custom reminders, so deleting the template does not remove anything that is already scheduled.

FAQs

1. Can recipients use a reminder template without a ContractSafe login?

Yes. Recipients only need an email address. You can send reminders to teammates, shared mailboxes, distribution lists, or other recipients who do not have a ContractSafe login.

2. Can I use the same template for different contract dates?

Yes. Templates are reusable and are not tied to one contract date. You can use a template on any eligible contract date, including custom date fields. Effective Date is the exception.

3. What happens if I leave Repeat blank?

The reminder is sent once, based on the timing you set in Remind.

4. What happens to reminders if I delete their template?

The reminders keep their existing settings as custom reminders. Deleting the template does not remove already scheduled reminders.

5. Can I send reminders to a distribution list or shared mailbox?

Yes. Enter the email address as a recipient when you create or edit the template.

Please reach out to support@contractsafe.com for any questions.