> ## Documentation Index
> Fetch the complete documentation index at: https://docs.florists.digital/llms.txt
> Use this file to discover all available pages before exploring further.
# Marketing Reminders
> Remind a customer before an occasion they ordered for comes round again, and keep track of which reminders have gone out.
A marketing reminder is an email that reaches a customer shortly before an occasion they ordered for last year comes round again. Someone who sent flowers for a birthday in March gets a nudge the following March, with your phone number and website so they can order again.
You set the timing on the occasion, tick a box when you take the order, and the reminder is scheduled for you. Every scheduled reminder is listed under **Settings** > **Advanced** > **Notifications** > **Reminders**.
**This page covers features gated by Admin-tier permissions** — typically Settings access. Admins have these by default; your administrator can adjust who has them in [Settings > Team](/settings/team).
## Scheduling a reminder
Three things have to line up before a reminder is scheduled.
Open **Settings** > **Occasions**, edit the occasion you want, such as Birthday or Anniversary, and add a reminder row under **Reminders**. Each row sets how far before or after the date the reminder goes and at what time. See [Occasions](/settings/occasions#reminder-timing) for the details.
An occasion with no reminder rows doesn't schedule anything, and the tick box below won't appear on the order.
Pick that occasion on the order form and a **Schedule marketing reminder** tick box appears. Tick it, save the order, and the reminder is scheduled.
To have the box start ticked whenever your team picks an occasion that has reminders set up, turn on **Tick 'Schedule marketing reminder' by default** in **Settings** > **General** > **Customer messages**. The box doesn't appear on funeral orders.
The reminder goes to the **Marketing Email** on the customer's record, or to their main email address if that field is empty. A customer with neither doesn't get one.
The reminder lands a year on from the order's delivery or collection date, shifted by the timing you set, at or shortly after the time on that row. It goes out once. Next year's order schedules next year's reminder.
Editing the order moves the reminder with it. Untick **Schedule marketing reminder** and a reminder that hasn't gone yet is called off.
## Switching the reminder email on
Reminders don't send until the **Automatic order reminder** email is switched on, and it starts off. Open **Settings** > **Advanced** > **Notifications**, go to the **Customers** tab, expand **Automatic order reminder** and switch on **Email Notification**.
A reminder that falls due while that email is switched off is skipped, and switching it back on later doesn't send it. Switch it on before the dates you've scheduled come round. The Reminders screen carries a notice at the top for as long as it's off.
You can change what the reminder says and how it looks in [Templates & Branding](/settings/notifications-templates). The default wording recalls last year's order and invites the customer to order again.
## The reminders list
Open **Settings** > **Advanced** > **Notifications** and click **Reminders**. Each row shows the **Customer**, the **Order** it came from, the **Occasion**, the date under **Reminder scheduled for**, its **Status**, and the **Original delivery/collection date** it was worked out from.
Counts along the top show how many reminders are in each state and when the next one is due. Filter the list by status or occasion, or search by customer name or order number.
| Status | What it means |
| ---------------- | -------------------------------------------------------------------------------------------------------------------------------------- |
| **Pending** | Scheduled and waiting for its date. |
| **Queued** | The date has come round and the email is on its way. |
| **Sent** | The email went out. |
| **Skipped** | Nothing was sent. Usually the reminder email was switched off when the date came round, or the customer is opted out of notifications. |
| **Failed** | The send didn't complete. The row carries a short reason. |
| **Needs review** | The result couldn't be confirmed. See [Reminders that need review](#reminders-that-need-review). |
| **Cancelled** | The reminder was called off, usually because the tick box was taken off the order. |
### Sending one early
**Pending** and **Failed** rows carry a **Send now** button, which sends that reminder straight away rather than waiting for its date. It's the quickest way to check your wording on a real order. **Send now** is unavailable while the **Automatic order reminder** email is switched off.
If the customer is opted out of notifications, **Send now** reports that the reminder was skipped and nothing is sent.
## Reminders that need review
Occasionally Digital Florists can't tell whether a reminder reached the customer. Those rows read **Needs review**, and a message at the top of the list points you at them. Nothing is retried on its own.
Check the order's message history and your own email account first. Then click **Review** on the row, which opens a screen asking **What did you find?** with three answers.
| Answer | What it does |
| ------------------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Confirmed already sent — do not resend** | Records the reminder as sent. Nothing else goes out. |
| **Approve one retry** | Sends the reminder again. You have to tick the box confirming another copy could reach the customer before you can save, and the option isn't available if the tick box has since been taken off the order. |
| **Stop further attempts** | Calls the reminder off. It doesn't mean the earlier email failed to arrive. |
Write down what you checked in **Review note**, then click **Save review**. Your note is kept on the order's timeline, so the next person to open that order can see how it was settled. **Back** closes the screen without recording anything.
Approving a retry can put a second copy of the same email in front of your customer. Check the order's message history first, and pick **Stop further attempts** if you aren't sure.
## Stopping reminders for a customer
There are two controls, and they work at different levels.
* **One order.** Open the order, untick **Schedule marketing reminder** and save. A reminder from that order that hasn't gone yet is called off.
* **Every order for that customer.** Tick **Opt out of notifications** on their customer record. Reminders for them are then skipped along with their other non-mandatory notifications. See [Recipients](/settings/notifications-recipients) for what that covers.
This page covers your customers' personal data. Once it leaves Digital Florists — as an export, an email, or a shared file — how it's stored, shared, and deleted is down to you and your shop's own data protection adviser. How we handle data on your behalf is set out in your agreement with us and in our [Privacy Notice](https://digitalflorists.com/legal/privacy-policy).
## Common questions
Either the occasion has no reminder rows set up, or it's a funeral order. Add reminder timing to the occasion in [Occasions](/settings/occasions#reminder-timing) and the box appears the next time someone picks it.
Yes. Add a row for each reminder on the occasion, for example one four weeks before and one three days before. Each row schedules its own reminder, and each appears as its own line in the list.
The reminder moves with it, as long as it hasn't started going out. A reminder already marked **Sent**, **Queued** or **Needs review** stays where it is.
No. One order schedules one reminder. When the customer orders again, tick the box on that order to schedule the following year's.
## What's next?
Keep your list of occasions and set the reminder timing on each one.
Change what the reminder says and how your emails look.
Choose who receives notifications and how a customer opts out.
Marketing email addresses, opt-outs and the message history for each customer.