Task reminders

Who can use it. Owners and office staff, anyone who can open a to-do. Field crew have their own My To-Dos list, but timed reminders aren't part of it, and clients never see to-dos, so neither can set or receive one.

What it's for

Some jobs aren't due yet, they're just easy to forget. A council response you're waiting on. A supplier who said "call me after the long weekend". A client decision that isn't blocking anything today but will be in a month.

A reminder is a nudge you schedule against the to-do itself: pick when, pick who gets it, and Summit Hub sends it once, at that moment, by email and in the notification bell.

Setting one

1. Open a to-do: click its ⤢ button in the table, or its card on the board.
2. Scroll to Reminders and click + Add reminder.
3. Choose when, using the two buttons at the top of the form:

- After a set time (the default): in a number of *days*, *weeks* or *months*, at a time of day you pick. It starts at 1 week, at 9:00 am. For "tomorrow at 9am", choose 1 day and leave the time on 9:00 am. - On a date: a date you pick, at a time you pick. The date starts at tomorrow and the time at 9:00 am; change either. Past dates can't be chosen.

1. Tick who should get it. You're ticked by default: reminding yourself is allowed and is the most common use.
2. Check the line at the bottom of the form. It spells out exactly when the reminder will send, including the timezone, for example *Sends Tue 15 Sept 2026, 9:00 am NZST (in 3 days at 9:00am)*.
3. Click Add reminder.

The reminder appears in the list with the same date, time and timezone.

Saving and closing the to-do

The reminder form has its own Add reminder / Save reminder button, so a half-finished reminder is never quietly swept up with the rest of the to-do. But it is never quietly lost either:

• Save & close saves the open reminder form too, then closes. If that save is refused (say a colleague completed the to-do while you were typing), the drawer stays open with your reminder still on screen and the reason underneath it. Nothing closes pretending it worked.
• The × button, clicking outside the drawer, or pressing Escape stop and ask, because "close" isn't "send this to people". You get three choices: Save reminder & close, Discard reminder & close, or Keep editing.

Opening Edit on a reminder and then closing without changing anything is not unsaved work, so it closes straight away; the question only appears when there is something to lose.

Every other field in the drawer (title, description, status, priority, assignee, due date, deal, label) saves itself as you change it, as before.

How the timing works

Reminders are worked out on the calendar in your timezone (the one your computer is set to when you create the reminder), not in hours elapsed.

• Days. "In three days at 9:00 am" sends at 9:00 am on the third calendar day, whatever time it is when you set it. If the clocks change in between, it still sends at 9:00 am; the reminder keeps the time you meant, not the number of hours.
• Weeks. Seven calendar days each, same rule.
• Months. Calendar months. If the day doesn't exist in the target month, it moves to the last day that does: 31 January plus one month is 28 February (29 February in a leap year) at the time you chose.

Reminders set before the time box existed were worked out from the moment you set them ("in 1 day" set at 8:54 am sent at 8:54 am the next day) and keep sending exactly as before. If you Reschedule one of them, the time box starts at 9:00 am.

• A picked date. Sends at exactly the date and time you chose, in your timezone. If that time doesn't exist because the clocks go forward that night (2:30 am on the night daylight saving starts), it sends when the clocks reach it: 3:30 am. The time has to be in the future. If you leave the form open until after the time you picked, Add reminder says *"That time has already passed — pick a later one"* instead of saving.

If your browser won't say what timezone you're in, the form says so and names the one it will use instead: your organisation's for a new reminder, and the reminder's own for a reschedule, the same zone it was originally set in.

Reminders send once. "In two weeks" means one reminder in two weeks, not one every two weeks. If you want a repeating nudge, set a new reminder when the first one arrives.

Delivery is accurate to the minute: a reminder set for 2:00 pm goes out at 2:00 pm, give or take a few seconds.

Changing or cancelling one

While a reminder is still pending you can:

• Edit who gets it: click Edit on the row, tick or untick people, and save. The delivery time doesn't move. The form shows the moment the reminder is already set for and says *"Saving keeps this delivery time"*, so adding a colleague to a reminder you set last week doesn't quietly push it a week further out.
• Move it: in that same form, click Reschedule. The offset and time controls appear, and the line at the bottom shows both moments before you commit: *Currently sends Mon 14 Sept 2026, 2:00 pm NZST → will send Sun 11 Oct 2026, 9:00 am NZDT (in 1 month at 9:00am)*. The offset is measured from now, not from when you first created the reminder: rescheduling to "in two weeks" means two weeks from today, at the time shown in the time box. You can also switch to On a date and pick a date. A reminder that was set for a date opens Reschedule on that date and time, ready to change. Changed your mind? Keep existing time puts the original back. Saving a reschedule cancels the old delivery outright and replaces it with the new one; there is no chance of both arriving.
• Delete it: click ✕. It's gone and will not be sent.

A reminder that has already sent, or that was cancelled, can't be edited. It stays in the list, greyed out, with what happened to it, so "why didn't I get my reminder?" has an answer on the row itself.

If a colleague completes the to-do while you're adding a reminder to it, your save is refused with "that to-do is already complete — reopen it to add a reminder". Nothing is half-saved: the reminder either exists on an open to-do or was never written, so reopening the job later can't surprise you with a reminder somebody set during the handover.

The one other refusal you may see is "that reminder is going out right now", on an edit or a delete made in the same moment the reminder falls due. It means the email is already on its way and neither change can catch it, so rather than telling you it worked when it didn't, we say so. Refresh; the row will be marked sent.

What cancels a reminder automatically

• Completing the to-do. Pending reminders on it are cancelled: there's no point being reminded about something you've finished. A reminder that was already going out at that exact moment still arrives; the row shows it as sent, so the email and the list agree.
• Deleting the to-do. Its reminders go with it.
• Everyone named leaving. If nobody on the reminder is still an active member of your organisation when it falls due, it's cancelled and the row says so.

Reopening a completed to-do does not bring its reminders back. They were cancelled when you completed it. If you reopen the job and still want a nudge, add a new reminder, that way what you get is what you asked for, rather than something you set weeks ago quietly resurfacing.

What arrives

Everyone named gets:

• a notification in the bell menu, linking straight to the to-do; and
• an email with the to-do's name, when the reminder was due, and a button that opens the to-do.

The email goes through the same system as every other Summit Hub notification email, which means the same controls apply: see Notification emails. If you've switched *A reminder I set on a task is due* off, or unsubscribed from notification emails altogether, you won't get the email; the bell notification still appears. Everyone controls their own settings, so one person opting out doesn't affect anybody else on the same reminder.

If a reminder email can't be delivered, the system retries it and records the failure rather than quietly dropping it, and the reminder row tells you, per person. See What the row tells you afterwards below.

What the row tells you afterwards

Once a reminder has gone out, its row says Reminder sent and then lists every person it named with what happened to *their* email. The two are different facts: "Reminder sent" means the notification was created and the emails were handed to the sending queue, which happens straight away. The emails themselves are sent a moment later, and can succeed, still be waiting, fail, or be skipped, per person.

| What it says | What it means | Can you do anything? | | --- | --- | --- | | Email accepted by provider | Our email provider took the message. | Nothing to do. It isn't a *confirmation* the email reached their inbox: it can still bounce or be filtered, which is true of any email anybody sends. | | Email queued | The email is waiting its turn to be sent. | Give it a few minutes and reopen the to-do. | | Email failed | Every attempt failed. | Click Retry on that person's line. If it keeps failing, contact support: the address may be wrong or their mail server may be rejecting us. | | No email — switched off | They've turned reminder emails off in their own notification settings. | Nothing, and deliberately so: it's their setting, and there's no Retry. They'll still see the reminder in the bell menu. Tell them directly if it's urgent. | | No email — no address | There's no email address on their account. | Add one in their user settings, then set a new reminder. | | No email — account deactivated | Their account was deactivated before the reminder fell due. | Remind somebody who's still here. | | No email — emails are off | Notification emails are switched off for this workspace, so only the bell entry was created. | Nothing on the to-do. Ask support to turn notification emails on if you want them. | | No email — not an emailed notification | This kind of notification is never emailed. | Nothing; it only ever appears in the bell menu. | | No email — notification cleared | The bell entry was cleared away before the email could be sent. | Set a new reminder if they still need it. | | No email — skipped | The send was skipped for a reason we can't name. | Contact support if they were expecting this reminder. | | No email scheduled | No email was ever created for them: usually because they'd left the organisation by the time the reminder fell due. | Nothing. | | Email status unavailable | We can't read the state of this email. | Contact support if they were expecting this reminder. |

A reminder for three people can genuinely be three different outcomes at once, which is why they're listed individually rather than summed up into one word.

Who you can remind

Owners and office staff in your organisation. Field crew can't be reminded even though they have a to-do list of their own, and neither can clients or anybody from another company using Summit Hub. None of them appear in the picker. This is checked when you set the reminder and again when it falls due, so someone who has left in the meantime simply doesn't get the email.

A reminder can name up to 20 people.

Limits

• Between 1 and 730 days, 1 and 104 weeks, or 1 and 24 months. A picked date can be up to 730 days ahead.
• One-off only, no repeating reminders.
• No custom message: the reminder carries the to-do's own name.