> For the complete documentation index, see [llms.txt](https://vendorspace.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://vendorspace.gitbook.io/docs/communication/payment-reminders.md).

# Payment reminders

Nobody likes chasing down payments. Vendor Space lets you set up automated reminders so vendors get a friendly nudge without you having to send individual follow-ups.

***

## Creating a Reminder

1. Navigate to **Communication** in the sidebar.
2. Click the **Reminders** tab.
3. Click **New Reminder**.
4. Fill in the reminder details (see the table below).
5. Click **Save** to activate.

***

## Reminder Settings

| Field          | Description                                                                      |
| -------------- | -------------------------------------------------------------------------------- |
| **Type**       | Choose from: Payment Reminder, Onboarding Reminder, Document Reminder, or Custom |
| **Event**      | Select which event this reminder applies to                                      |
| **Recipients** | All unpaid vendors, specific vendors, or a filtered group                        |
| **Message**    | Write your reminder text (a default template is provided)                        |
| **Schedule**   | One-time on a specific date, or recurring at a set interval                      |

***

## Reminder Types

### Payment Reminder

Sent to vendors who have not yet completed their booth payment. The email includes a direct link to their payment page so they can pay immediately.

### Onboarding Reminder

Nudges vendors who have paid but have not completed their onboarding form. Useful for collecting setup requirements, insurance documents, and other pre-event details.

### Document Reminder

Targets vendors with outstanding documents -- contracts that need signing, permits that need uploading, or insurance certificates that are missing.

### Custom

A free-form reminder for anything else. Write your own subject and body, and send it to whichever vendors you choose.

***

## Scheduling Options

You have two ways to schedule reminders:

### One-Time

Pick a specific date and time. The reminder sends once and is marked as completed.

### Recurring

Set an interval (for example, every 3 days or every week). The reminder continues sending until the vendor completes the required action or you manually stop it.

> **Tip:** A good rhythm for payment reminders is to send the first one 7 days before the event, then follow up every 3 days. This gives vendors enough notice without feeling overly persistent.

***

## Managing Active Reminders

From the Reminders tab, you can see all your active and past reminders at a glance.

| Column         | What It Shows                    |
| -------------- | -------------------------------- |
| **Type**       | The reminder category            |
| **Event**      | Which event it belongs to        |
| **Recipients** | How many vendors will receive it |
| **Schedule**   | When it sends next               |
| **Status**     | Active, Paused, or Completed     |

* **Pause** a reminder to temporarily stop it without deleting it.
* **Edit** a reminder to change the message, recipients, or schedule.
* **Delete** a reminder to remove it entirely.

> **Tip:** Check the reminder status after your event date passes. Any reminders tied to past events should be paused or deleted to keep your communication clean.