Reminders are automatic follow-up emails sent to patients who haven’t fully completed a scheduled questionnaire. They help boost completion rates without manual chasing.

What can I do here?

• Configure 1 to 5 reminders per scheduled questionnaire.
• Choose the day offset (J+N) for each reminder relative to the scheduled date.
• Let reminders stop automatically once the questionnaire is fully completed.

How to set up reminders?

1. Open the questionnaire’s Schedule section.
2. Under “Send reminders if the patient does not complete the questionnaire”, click “+ Add reminder”.
3. Enter N days after the scheduled date for R1 (must be ≥ 1).
4. (Optional) Add R2…R5. Each must be later than the previous (R2 > R1 > …).
5. Save.

Rules & behavior

• Scheduled only: For unscheduled questionnaires, the button is shown but disabled with tooltip:
  “Reminders are only available for scheduled questionnaires.”
• Default: No reminders are defined by default.
• Order: Reminders are ordered by day offsets (cannot be manually re-ordered).
• Limit: Max 5 reminders.
• Send logic: A reminder sends only if the questionnaire is not fully completed at send time.
• Partial completion: If partially completed, reminders are sent.
• Stops: All future reminders are canceled as soon as the questionnaire is fully completed or the questionnaire is inactivated.
• Rescheduling: Changing the scheduled date recalculates future reminders using the same day offsets (sent reminders remain in history).
• Past dates: If rescheduling puts some reminders in the past, they are not sent retroactively.
• Initial email failure: Reminders still attempt to send; standard email retry/error handling applies.
• Expiration (if used): Set the questionnaire’s expiration day ≥ last reminder day so patients can still access the form when a last reminder arrives.

What patients see

• Subject line: Same as the initial email, with a localized prefix such as “[Reminder]” (EN) or “[Rappel]” (FR).
• Email body: Identical to the initial invitation.
• If patients click a reminder after the questionnaire expired, they’ll see the expired message (if expiration is configured).

Monitoring & audit

In Monitoring > Questionnaires

• Initial send: “{Questionnaire Title}”
• Reminders: “{Questionnaire Title} (R1)”, “(R2)”, …

In the Patient eCRF Timeline

• Scheduled (future) reminders: not displayed
• Sent reminders: shown as “Reminder (R1)”, “Reminder (R2)”, …

Frequently asked questions

Can I add reminders to an unscheduled questionnaire?
No. The UI shows the button but it’s disabled. Use scheduled questionnaires to enable reminders.

What happens if I reschedule the questionnaire?
Future reminders are recalculated from the new scheduled date; past reminders remain in history.

Do reminders stop if the patient partially completes the questionnaire?
No. They stop only when the questionnaire is fully completed.

How many reminders can I set?
Between 1 and 5. After 5, you can delete one to re-enable the “+ Add reminder” button.

Can I change the email content for reminders?
No. Reminders reuse the same body as the initial email; only the subject gets the localized “[Reminder]” prefix.

Do reminders send if the initial email failed?
Yes. They follow the platform’s standard email send/retry behavior.

How should I combine reminders with expiration?
Ensure expiration ≥ last reminder day so patients can still access the questionnaire when reminded.

Troubleshooting

• I can’t click “+ Add reminder”.
  • You already have 5 reminders; remove one first.
  • Or the questionnaire is unscheduled.
• Validation error when entering days.
  • Make sure R1 ≥ 1, and each subsequent reminder has a greater day than the previous.
  • If expiration is configured, ensure it’s ≥ last reminder.