---
title: "Create a reminder"
slug: "creating-reminders"
updated: 2026-04-27T19:53:03Z
published: 2026-04-27T19:53:03Z
canonical: "help.quickbase.com/creating-reminders"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create a reminder

Set up email reminders to make sure tasks are completed on time. For example:

- Have Quickbase send an email to you 2 days before your assignment is due.
- Remind your whole team that the project deadline is in 5 days.
- Send someone an "overdue" reminder to let them know about a past-due deadline.

You can also specify conditions for your reminders. For example, only send a reminder if the Status field is set to *Open*.

**Note:** You must have Full Administration access to an application to create and edit reminders. Reminders can only be sent to registered Quickbase users.

## Create a reminder

1. Locate the table in your app that contains the Date field you want to use for the reminder. For example, if you want to let users know a task is due, use the *Tasks* table. If the reminder should give a warning of a project's end date, use your *Projects* table.
2. In the sidebar, open that table’s more menu (three-dot icon), and then select **Emails**.
3. Select **Reminder**, and then select **Create**.
4. In the **Reminder Name** text box, enter a name for the reminder.
  - **Me** – Sends the reminder only to you.
  - **All users with access to *<table name>*** – Sends the reminder to all users with access to the table.
  - **A specific list of users** – Sends the reminder to a specific set of users or groups. Type the email addresses, user names, or group names of registered Quickbase users. Separate entries using a semi-colon, comma, or by entering each user/group on a separate line. Select the **Browse Users** button to select users with the [User Picker](/v1/docs/user-picker). Email addresses are pasted into the field as text. This means that if the email address changes, you will need to update the reminder manually.
  - **Me when I am listed in the field name**– Quickbase lists a choice like this for each user field in the table. If you want Quickbase to send the reminder to you only when you are the user listed in a specific user field, select this option where the field name is the one you want.
  - **The user listed in the *field name*** – Sends the reminder to all users listed in a particular user or list-user field. For example, you can let team members know tasks assigned to them have changed (or whatever record change(s) you choose in the next step). To do so, select the option for the Assigned to field.

Note: Reminders can only be sent to registered Quickbase users.
5. On the **Remind When** line, use the following options to set up when you want to send the reminder:
  1. Enter the number of days before or after the date that Quickbase will send the reminder.
  2. Select **Before** or **After** from the list to the right of **Days**.
  3. Select the field that the reminder is based on from the **date in the field** list. For example, **Finish Date** or **Start Date**.
6. Optionally, under **Additional Criteria**, [set up a filter](/v1/docs/filter-records) to specify conditions that send a reminder.

For example, you may want to specify that Quickbase send a reminder if the status is **Incomplete**.
7. Optionally, type your own **Subject** and **Message** to customize the email or, if you like the text that Quickbase has come up with, make no changes.
8. Under **Mail Options**, choose the email address that the reminder is sent from:
  - **notify@quickbase.com**
  - **The application manager** (your email address)
9. Select **Preview** on the page bar to view the email before you save it. Then select **Save**.

**Note:** The reminder email includes the default report for the table. You may want to ensure the settings for the default report are suitable for those receiving the reminders.

## Copy a reminder

1. Select **Settings** in the page bar for the table that contains the reminder you want to copy.
2. Under **Workflow & Permissions**, select **Emails**.
3. Select the Copy icon ![copy a webhook icon](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/26847893173524.png) to the right of the reminder you want to copy.

Quickbase creates a copy of the reminder and adds "copy" to the end of the name. Quickbase will append “copy” for the first copy, “copy 2” for the second, “copy 3” for the third, and so on.

## Test a reminder

After saving the reminder, you can send a test to the recipients to make sure that the reminder will be sent and all the intended recipients will get it. To do so:

1. [Edit the reminder](/v1/docs/edit-an-email), and then select the **Save** button in the page bar to save your changes.
2. Select **Send Test Email**on the page bar. Quickbase will send the test email three minutes later. If the confirmation message shows that the email was sent, check with the recipients to make sure they received it. The test message will only be sent if the reminder meets the conditions that it would be sent the day you are testing.

**Note:** If the reminder is deactivated, no test email can be sent.