What Are Reminder Schedules?

Reminder Schedules let you:

• Define milestones, deadlines, or tasks.

• Automatically notify the right roles (Procurement, Contract Managers, Suppliers, etc.) from the People tab.

• Ensure the process keeps moving without rigid workflows.

This approach gives you flexibility while ensuring accountability.

TABLE OF CONTENTS:

• What Are Reminder Schedules?
• Creating a Reminder Schedule Template
• Reminder Schedule Template Examples
• Making Reminder Templates Mandatory

Creating a Reminder Schedule Template

1. Go to Sourcing > Settings > Reminder Schedule.

2. Click + Create New Template.

   1. Give the Template a Title (e.g. Above Threshold Framework) and Description

3. Enter details of your first reminder:

   • Title of deadline / task / reminder

   • Description

   • Icon (optional, for visual recognition)

   • Recipients (choose roles: Procurement, Contract Managers, etc.)

   • Reminder duration – days before a deadline to start sending reminders.

   • Repeat frequency – how often to resend (daily, weekly, monthly, etc.).

   • Gap – days after the previous reminder’s deadline until the next deadline for the next task

4. Add additional reminders using + Add Reminder.

5. Rearrange order (green arrows) or delete (red cross).

6. Click Save Template.

Each template can contain multiple reminders with their own default settings.

Reminder Schedule Template Examples

See here for more information on some examples of how you can utilise these templates

Best Practices

✔ Create different templates for different procurement types (e.g. Quick Quote vs. Above Threshold).
✔ Keep titles and descriptions short for easy recognition.
✔ Assign reminders to roles rather than individuals where possible.
✔ Review your templates regularly to keep them up to date with your process.

Making Reminder Templates Mandatory

Why make them mandatory?
This ensures all new Requirements follow a consistent reminder schedule.

How to enable:

1. Go to Sourcing > Settings > Other Settings.

2. Tick Enable Mandatory Reminder Schedule Template Selection.

3. Now, when creating a Requirement, users must choose a Reminder Template.

Applying a Reminder Schedule to a Requirement

Option 1 – When creating a Requirement:

1. Click Choose Reminder Template

2. Select a template.

3. Enter the first Deadline.

   • The system will calculate future deadlines and reminder dates automatically.

Option 2 – For an existing Requirement:

1. Open the Requirement.

2. Go to the Reminders tab.

3. Click Choose Reminder Template.

4. Select a template

5. Enter the first Deadline

   • The system will calculate future deadlines and reminder dates automatically.

Once applied, the system:

• Sets End Dates by adding working days between reminders.

• Sets Start Dates so reminders are sent in advance.

• Sends alerts to the selected recipient roles.