Get an email before a license or service expires or renews, or before a warranty ends or equipment reaches end of life, on the days your company chooses.

Overview

Renewal reminders work in two parts:

• The company turns them on under Settings, Renewal reminders, and chooses the days before the date to send them. The default is 30, 7 and 1 days before.
• Each license and service has a reminder list. Everyone on the list gets the email on each of those days.
• Warranties and end of life go to whoever asked. Each person chooses Remind me on the Renewals page.

A reminder says what expires or renews, for which client, on what date and how many days away, who it was bought from, and has a button to open it. A license reminder also gives the seats in use. A service that renews automatically adds a line to check that the payment method on file is current.

Only active records with an expiry date are reminded. Perpetual licenses are not.

Warranties and end of life are below, in Warranty and end of life reminders. Loaner equipment has reminders of its own. See Loan reminders below.

Requirements

• Role: turning reminders on for the company needs Company settings, custom domain and storage (Admins only). Anyone who can see a license or service can put themselves on its list. Choosing other people for a service's list needs Add, edit, renew and delete them (Admin, Manager and Technician by default).

Step 1: Turn reminders on (Admin)

1. Under Administration, open Settings.
2. Open the Renewal reminders tab.
3. Turn on Send renewal reminders.
4. In Days before, enter the days to send a reminder, separated by commas, such as 30, 7, 1.
5. Click Save.

Step 2: Join a reminder list

Whoever adds a license or service is put on its list automatically.

For a service:

1. Open the service.
2. Under Reminders, click Remind me. Click Stop reminding me to leave.
3. To set the whole list, click Choose people, pick the users under Reminded, and save.

For a license:

1. Open the product on Software.
2. Next to the license, click Remind me. Click Stop reminding me to leave.

Remind me appears on a license only when it is active and has an expiry date.

The service page says who is on the list and when they are emailed, such as "Emailed 30, 7 and 1 days before it expires."

Warranty and end of life reminders

1. Open Renewals.
2. Under Email reminders, click Remind me. Click Stop reminding me to stop.

On each reminder day you get one email listing the warranties that end and the equipment that reaches end of life that many days later, with a button to open Renewals. It covers what you can see on the Renewals page, for every client. If the company has reminders turned off, the page says so.

Loan reminders

When an Admin turns on Send loan reminders under Settings, Loaners, TekStacks emails the borrower and whoever lent the equipment:

• the day before a loaner is due back,
• the day after it was due,
• and every week while it stays out.

Borrowers without an email address are skipped; the person who lent it is told so. See Loans.

Notes

Note: Reminders go only to active users. A deactivated user on a list gets nothing.

Note: Each record is reminded at most once a day.

Troubleshooting

The service page says "Reminders are off for the company." An Admin needs to turn on Send renewal reminders under Settings, Renewal reminders.

I am on the list but got no email. Check that the record is active, has an expiry date, and that today is one of the reminder days before it. Check your spam folder, and ask an Admin whether the Users page shows a delivery problem for your address.

"Enter numbers of days separated by commas, such as 30, 7, 1."Days before accepts only whole numbers and commas.

FAQ

Can I be reminded about warranties or end of life? Not by email. They are on the Renewals calendar and in the calendar feed.

How do I stop a reminder from the email? Open the license or service from the email's button and click Stop reminding me.