Client Reminders let your firm send automated email reminders to clients who haven't logged in to the Client Portal or who have incomplete steps. You turn each reminder type on or off per matter, and your firm sets how often reminders are sent in Settings.
Both reminder types are turned on by default when a new matter is created. No reminder emails are sent until you send a Client Portal invite. Switching reminders on has no effect on its own; the schedule only starts once an invitation has gone out.
By default, reminders are sent every 14 days, up to 5 times for each reminder type.
Your firm can change how often they are sent and how many are sent. See How to Set How Often Reminder Emails Are Sent.
If the client takes action by logging in or completing their steps, the reminders stop automatically.
📨 Reminder Types
Login reminders
Sent to clients who have not yet logged in to the Client Portal.
Sent at the frequency your firm has set (every 14 days by default)
Stops after the maximum your firm has set (5 by default)
Stops automatically once the client logs in
Step completion reminders
Sent to clients who have one or more incomplete steps in the Client Portal.
Sent at the frequency your firm has set (every 14 days by default)
Stops after the maximum your firm has set (5 by default)
Stops automatically once all steps are completed
⚙️ How to Turn Reminders On or Off for a Matter
Client Reminders have their own settings drawer, opened from Portal Settings under Client portals on the matter. The matter must be linked before you can change them.
Open the matter you want to configure in EstateMin.
In the left panel, click Client portals.
Click the Portal Settings dropdown at the top right.
Click Client reminders.
Under Automated Client Reminders, you will see a checkbox for each reminder type: Login reminders and Step completion reminders. Both are checked by default. Check or uncheck a box to turn that reminder type on or off for this matter.
Note: Any matters added before Client Reminders was available will be switched off as default but can be turned on manually using these steps.
Click Save to confirm your changes.
You can review and change these settings at any point, including when you are about to send a portal invite. The drawer also has a link to Settings, where your firm sets how often reminders are sent.
🛑 How to Turn Off Reminders
Open the matter and, in the left panel, click Client portals.
Click the Portal Settings dropdown, then Client reminders.
Uncheck the reminder type you want to disable, or uncheck both boxes to turn reminders off entirely.
Click Save.
No further reminder emails of that type will be sent for this matter.
📋 Viewing Reminder History
Every reminder email sent is recorded in the matter's Activity log. To view reminder history:
Open the matter.
In the left panel, click Activity log.
Reminder email notifications will appear in the Activity log with the date and type of reminder sent.
🔁 Does Resending an Invite Reset the Reminder Schedule?
No. Reminders run from the date the invitation was first sent, so resending an invite does not restart the reminder cycle or reset the maximum number of emails.
Resending is useful when a client has lost the original email or the address needed correcting. If a client has already worked through their reminders and still has not signed in, it is worth contacting them directly.
💡 Good to Know
Reminders only go out once an invite has actually been sent. Until then, having reminders switched on does nothing, so your client will not receive any emails before you invite them.
Reminders are turned on or off per matter. How often they are sent, and how many, is set once for your whole firm. It is not possible to customize reminder settings for individual clients on the same matter.
Reminders are conditional. They only send if the client hasn't logged in or has incomplete steps. Once the condition is met, reminders stop automatically.
Reminders are sent via email only.
Reminders cover signing in and completing steps. When your firm shares a new document with a client, they receive a separate email about that, regardless of reminder settings.
Prospective clients who come in through an intake link get their own lead portal reminders. See How to Set How Often Reminder Emails Are Sent.
💬 Need Help?
Use the chat bubble in the lower-right corner of EstateMin or email info@estatemin.com for support.