Resend & reminders

You sent an organizer two weeks ago. The client hasn’t opened it — or they opened it but stopped halfway. You need to nudge them.

The Resend action re-notifies the client about the same organizer. The link doesn’t change — the client gets a fresh prompt to come back to it.

When you can resend

Resend is available when the organizer is:

• Sent — the client hasn’t started.
• In progress — the client started but hasn’t submitted.
• Changes requested — you asked for changes and the client hasn’t re-submitted.

You can’t resend when the organizer is:

How to resend a single organizer

Two places to do it:

Either way:

1. Assure Pro logs the resend on the organizer’s activity.
2. The client gets a notification and email.
3. The client portal shows the organizer near the top of their dashboard.

The activity timeline records who clicked Resend and when, so the audit trail is clean.

The 8-hour cooldown

To prevent reminder spam, Resend has an 8-hour cooldown per organizer.

If you click Resend within 8 hours of the last resend (or the original send), Assure Pro shows:

Resend cooldown active — last resend X.Xh ago, cooldown is 8h.

Wait it out, or use bulk resend — same cooldown, but it processes many at once.

The cooldown counts from the most recent resend, not from the original send. So if you sent at 9am Monday and resent at 5pm Monday, the next available resend is 1am Tuesday.

What the client sees on a resend

The client receives an email styled with your firm’s brand. The default subject is:

Reminder: Please complete your {template name} organizer

The body lists:

• A brief note that there’s an open organizer waiting.
• An Open organizer button that takes them to portal sign-in, then the wizard.
• If status is Changes requested, the message you wrote when you requested changes.

The client also sees a fresh notification in the portal’s notifications bell.

Bulk resend

Open Intake → Organizers. Select the rows you want to remind (checkboxes in the leftmost column). A sticky bar appears at the bottom:

┌────────────────────────────────────────────────────────────┐
│  N selected     [Send reminder (M)]     [Clear]            │
└────────────────────────────────────────────────────────────┘

The bar shows:

• N — total rows selected.
• (M) — how many of those rows are currently remindable (in Sent, In progress, or Changes requested). The button only sends to these.

Click Send reminder (M). Assure Pro:

1. Works through every selected remindable organizer.
2. Applies the 8-hour cooldown per organizer — anything sent or resent within the last 8 hours is skipped.
3. Logs an activity row per successful resend.
4. Shows a toast with the result:
   • All succeeded — “Sent N reminders.”
   • All failed — “Couldn’t send any reminders (N failed).”
   • Mix — “Sent M reminders, X failed.”

Bulk resend handles up to 200 organizers per click.

What if some are still in cooldown?

Bulk resend doesn’t bypass cooldown. Organizers still inside the 8-hour window are reported as failed in the result. The activity log makes the reason visible per organizer.

Where reminders land in the activity timeline

Every resend creates one row in:

You can find every organizer you’ve reminded in the last week by filtering the activity log to Organizer resent.

Smarter cadence — through engagement workflow

The intake module itself doesn’t auto-schedule reminders on a cadence. Cadence-based reminders come from the workflow module:

• Workflow → Pipeline stages can include task templates that fire on stage entry — for example, “Follow up with client on intake” with a due date set to 7 days after stage entry.
• Notifications → Reminder rules (Phase 6 docs) let you set rules that fire on calendar conditions — like “Remind client weekly until organizer is Completed”.

The intake module’s job is the manual nudge. Automated cadence lives in workflow and notifications.

Common patterns

”Client said they didn’t receive the email”

1. Check that their primary contact email in their client record is correct.
2. Click Resend — that fires a fresh notification.
3. If still nothing, text the client to let them know an organizer is waiting in your firm’s portal. They sign in there to find it.

”I want to remind only clients who haven’t opened the organizer at all”

Filter the organizer list:

• Status filter pill → Sent only.
• Select all visible rows.
• Click Send reminder in the bulk bar.

”Different escalation language for week 1 vs week 4”

Not built in. Resend reuses the same email. If you want stronger language by week 3, send a manual message or text from Communications (Phase 6 docs).

”How often do I see the cooldown rejection?”

If you don’t click the button repeatedly, never. Most firms set up automated reminder cadences in workflow and notifications, then use bulk resend at most once a week for stragglers.

Permissions

Next

• Sending organizers — the list view, where bulk resend lives.
• Reviewing responses — per-organizer Resend, Mark reviewed, Request changes actions.
• Workflow → Pipeline views — scheduling reminder tasks via pipeline stages.