Deadlines and reminders
Stop chasing clients: reminders go out on their own
Give the collection a date, or a different date to each part. Flow writes to whoever has not delivered yet, at the right time and in their language, and all you do is see who is missing.
The missing document is almost always a reminder that never went out
Clients do not forget on purpose: they have a hundred things to do and your request has sunk to the bottom of the inbox. With Flow the deadline does not sit in last month’s email: it is on the upload page, next to each step, and Flow reminds people for you by email and SMS on a fixed schedule. Those who have delivered receive nothing, those running late get the right message. And if an extra push is needed, the manual nudge goes out with one click, listing exactly what is missing.
How it works
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You set the deadlines
When you launch the collection you choose a date for the whole flow, or different dates for areas, topics and single steps: anything without its own date inherits the one from the level above.
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Flow reminds on your behalf
At 14, 7, 3 and 1 day before the deadline an email goes to whoever has not completed yet; with the SMS Reminders extension also an SMS at 3 and 1 day. In the participant’s language, with your company name.
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You step in only when needed
From the collection summary you see who is due soon and who is late. One click to nudge one person with the list of what is missing, or everyone who has not finished at once.
Flow sends the reminder. You receive the documents.
What you can do
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Deadlines at every level
January’s payslip by the 10th, the annual accounts by month-end: give a date to the flow, an area, a topic or a single step. The participant sees “Deadline:” next to what they need to upload.
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Emails at 14, 7, 3 and 1 day
Four automatic reminders, each sent only once and only to those who have not completed. They carry your company’s logo and colour, in seven languages according to the participant.
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SMS as the deadline approaches
With the SMS Reminders extension, an SMS also goes to the participant’s mobile 3 days and 1 day before. The sender is “Kamzan” and your company name opens the text, so the recipient knows straight away who is writing.
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Manual nudges, one or all
Nudge one person and the email lists the missing documents and those to upload again; with “Nudge all” you write at once to everyone who has not finished. With the SMS extension there is also the “SMS nudge”.
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The deadline does not shut the door
Once the date has passed, a late client can still upload: better a document that arrives late than a collection to reopen. On the dashboard the collection shows under “Expired”, so you know whom to call.
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Every reminder stays on record
Automatic emails and SMS, sent or not, end up in the collection’s “Activity” tab. Administrators get a summary and an in-app notification when a collection approaches its deadline.
Frequently asked questions
What happens once the deadline has passed?
The deadline sets the pace of the reminders and shows you who is late: it does not block uploading. A client who arrives late can still upload, and you find the collection under “Expired” on the dashboard.
Do people who have already delivered still get reminders?
No. Flow writes only to those who have not completed the collection yet, and each reminder goes out only once. Collections that are paused or archived send no reminders either.
What language do the emails and SMS arrive in?
In the language you choose for each participant, among Italian, English, Spanish, German, French, Chinese and Portuguese. Your company and flow names stay exactly as you wrote them.
Can I turn reminders off for a collection?
Yes: email and SMS reminders are switched on and off separately, collection by collection. Manual nudges are always available to you.
The other Flow features
Simplify document collection with Flow
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Alex