How reminder alerts work and who receives them

Reminders are timed email alerts that warn you before a renewal or a cancellation deadline arrives. Each record has its own set of reminder offsets, expressed as a number of days before the date.

The default cadence is 90, 60, 30 and 7 days ahead, giving you a long lead time and a final nudge. You can change these per record. An offset of 0 means an alert on the day itself.

A daily sweep checks every eligible record. A renewal reminder fires when the days remaining to the renewal or expiry date exactly matches one of your offsets. The cancellation deadline is watched too: it alerts on your matching offsets and always fires on the deadline day itself, even if you did not list a zero offset.

If a cancellation deadline has already passed while the renewal is still ahead, no deadline alert can fire for that term, because the date it would have warned you about is behind you. That happens whenever the notice period is longer than the time left in the term, which is easy to walk into on a contract you inherit partway through or one you add late. In that case the renewal reminder carries the news itself: it says the notice window has closed, names the date the tool will renew on, and stops inviting you to cancel, because cancelling is no longer available for the coming term. Those rows are flagged in the weekly digest too. As with the Notice missed badge, StackTrackr does this only on quarterly billing and longer, so a monthly tool does not raise it every month.

Reminders only run for records that have reminders enabled, are not archived, and are not already marked cancelled, expired or notice given. Once the exit decision is made, StackTrackr stops nagging you.

Alerts go to the record's assigned Owner - the seated team member whose email is on file - plus the admins of that account. There is no second, unverified recipient to worry about: an owner is always a seated member with an address on file, so every alert lands in a real inbox belonging to your organisation.

Suspending a team member also stops their alerts. A suspended Owner or admin is dropped from the recipient list on the next sweep, so revoking someone's access removes them from your renewal emails at the same time rather than leaving them on a list nobody thinks to check. Lifting the suspension puts them back.

Every send is logged against the record with the date, recipients and outcome, and you can see the recent history on the software page. Sends are idempotent per day: the same record, alert type and target date will not email you twice.

If you are not receiving alerts, check three things: reminders are enabled on the record, the record has an assigned Owner with a valid email, and the record is not archived or already in an exit state.