How reminders work

Once a day, around 8 a.m. US Eastern time, GreenlightSubs checks every vendor's documents and emails the ones who need to send something. Each email contains the vendor's private upload link.

If several of a vendor's documents need attention on the same day, they get one email listing all of them, not one email per document.

The default schedule

Before a document expires: a reminder 30, 14, 7 and 1 days before the expiry date.

After a document has expired: a reminder on the first daily run after the expiry date, then every 7 days, up to 4 reminders in total.

When a required document is missing: a first email, then every 7 days, up to 3 emails in total. The upload request you send when you add a vendor counts as the first one.

Each reminder goes out once. If a document is added late, for example a certificate that expires in 10 days, the vendor gets the most urgent reminder that applies (the 14-day one here), and then the 7-day and 1-day ones. They don't get a burst of the reminders they "missed".

When a vendor uploads a renewal and you approve it, the new expiry date gets its own fresh schedule.

Change the schedule

The account owner can change all of this in Settings, under Company & reminders:

1. Remind before expiry (days): a comma-separated list, for example 30,14,7,1 or 45,30,14.
2. After a document has expired: how many days between reminders, and how many times.
3. When a required document is missing: how many days between reminders, and how many times. Set the number of times to 0 and GreenlightSubs won't send automatic reminders of that kind.
4. Note included in every reminder: for example, your certificate-holder name and address and any additional-insured wording, so the agent gets it right the first time.
5. Email vendors automatically: untick this to stop all automatic reminders. You can still send requests by hand.
6. Click Save settings. Changes apply from the next daily run.

When a vendor is not reminded

GreenlightSubs skips a vendor, or one of their documents, when:

• The vendor has no email address.
• You paused reminders for that vendor, or archived them.
• Email vendors automatically is turned off in Settings.
• The vendor has uploaded that document and it's waiting for your review. If you reject the upload, reminders for it start again.
• The vendor was already emailed about that document in the last 20 hours.
• You marked that document Not required for this vendor.
• Your account's email isn't confirmed yet. The emails are held, not lost. See Confirming your email.
• You have more active vendors than your plan covers. Reminders then go only to the vendors you added first, up to your plan's limit.
• Your account reached its daily limit on vendor emails. Paid plans have a higher limit. Anything left over goes out the next day.

Send a request by hand

On a vendor's page, click Send request now. It emails them about everything missing, expired or expiring soon, leaving out anything already waiting for your review. You can add a personal note, and send one manual request per vendor every 12 hours.

Where replies go

Our emails to vendors come from GreenlightSubs on behalf of your company. When a vendor hits Reply, the reply goes to the Reply-to email in Settings, which starts as the email address you signed up with.

Checking what was sent

Sent emails lists the latest 200 emails GreenlightSubs sent for your account, such as reminders, requests and upload alerts, with the exact text the recipient got and whether it was delivered. Emails that contain a private link (password resets, team invites and the email confirmation) are never shown there.

• Retrying means the vendor's mail server didn't accept it yet. GreenlightSubs tries again several times over roughly a day.
• Failed means it gave up, often because of a typo in the email address. Fix the address on the vendor's Edit page, then click Send request now. (Retry now sends the same email to the same address again.)

Your own daily digest

Each person on your team can get one short email a day listing uploads waiting for review, anything that expired yesterday or expires in the next 7 days, and which vendors GreenlightSubs chased. Nothing is sent on quiet days. Turn it on or off in Settings, under Your profile.