Set a Reminder on a Task, Meeting or Call

What a reminder does#

A reminder is an email AI Engage sends you before a piece of work is due, so the thing you scheduled three weeks ago does not quietly go past you. You set it on the record itself, at the moment you create it — there is no separate reminders screen to visit and nothing to install.

Three modules carry it, and only three:

• Tasks — counted from the Due Date.

• Meetings — counted from the From (start) time.

• Calls — counted from the Call Start Time.

Deals, Contacts, Tickets and the rest have no Reminder panel. If you want a nudge about one of those, create a task against it instead — see Create and Complete Tasks.

Where the Reminder panel is#

Open the form for the record you want to be reminded about:

• Tasks >> Create Task

• Meetings >> Create Meeting

• Calls >> Log Call

You can also open an existing record and click Edit — it is the same form, so everything below applies just as well to a record you created last week.

Scroll down and you will find two small panels side by side, below the main details and above More Fields. The left one is Reminder. The red arrow in the picture below points at it.

The Reminder panel on the Create Task form. The rest of the screen is faded so you can see exactly which panel to look for.

Read that panel left to right: a small bell icon, the word Reminder, and a switch at the far right. The switch is grey, which means off — and while it is off, the panel shows nothing else at all. To its right sits a second panel, Repeat, which is a different feature entirely (that one makes the record come round again; we cover it at the end).

Step 1 — Give the record a date first#

Before you touch the switch, fill in the date the reminder should be measured from: Due Date on a task, From on a meeting, Call Start Time on a call.

This matters more than it looks. Every option in the panel is worked out backwards from that date, so if it is missing or already in the past, AI Engage has nothing to count back from and the timing choices are limited or blocked. Set a real date first and the panel behaves.

Step 2 — Switch Reminder on#

Click the switch. It turns orange and the panel opens out to show everything below.

The whole Reminder panel, switched on. Two ways to say when, one dropdown for how, and a plain-English sentence at the bottom telling you what you just set.

There are four things inside it, top to bottom:

• The first row — “On [ Pick a date ] at [ 09:00 AM ]”. A radio button, a date picker and a time picker. Choose this when you want the reminder at one exact moment you name yourself.

• The second row — “[ 2 ] [ Day(s) ] before due date at [ 09:00 AM ]”. A radio button, a number, a unit, and (for days) a time of day. Choose this when you want the reminder to be a certain distance ahead of the record itself.

• Notify. How the reminder is delivered.

• The grey summary strip. A sentence beginning “You’ll be reminded by email…”, rewritten every time you change anything above it.

The two rows are alternatives, not a pair — the filled orange radio button shows which one is live. The other row fades slightly but stays on screen so you can switch between them without losing what you typed.

What the Reminder panel looks like on each module#

It is the same control everywhere, but it does not draw itself the same way on all three modules. What changes is the unit list, the field the panel counts back from, and whether a time-of-day picker appears on the end of the row. Here are all three, switched on and filled in — the whole create form each time, with the Reminder panel outlined in red so you can see where on the screen it lands.

Task#

The Create Task form. The Reminder panel sits below Description, set to “2 Day(s) before due date at 09:00 AM”.

• Units: Day(s) and nothing else.

• Counts back from: the Due Date — the row reads “before due date”.

• Time-of-day picker: yes, on the end of the row. A due date is a date with no clock time, so this is where you say when on that day the email should go.

• Summary line: “You’ll be reminded by email 2 days before the due date, at 9:00 AM.”

Meeting#

The Create Meeting form. Here the Reminder panel sits inside Schedule, directly under From and To, set to “30 Minute(s) before start time”.

• Units: Minute(s), Hour(s) and Day(s).

• Counts back from: the From (start) time — the row reads “before start time”.

• Time-of-day picker: gone. “30 minutes before the start time” already names an exact moment on the clock, so there is nothing left to ask. It comes back if you switch the unit to Day(s).

• Summary line: “You’ll be reminded by email 30 minutes before the start time.”

Call#

The Create Call form. The Reminder panel sits below Outcome Of Call, set to “1 Hour(s) before start time”.

• Units: the same three as a meeting.

• Counts back from: the Call Start Time, again shown as “before start time”.

• Time-of-day picker: hidden for minutes and hours, back for days.

• Summary line: “You’ll be reminded by email 1 hour before the start time.”

One more difference is hiding in the first dropdown: how far the numbers run. It depends on the unit, because AI Engage will not offer an offset that would put the reminder before now — Minute(s) stops at 59, Hour(s) at 23, and Day(s) stops at however many whole days are left between today and the record’s own date.

Option A — “X before the due date”#

This is the row most people want. It says: whenever this thing is due, warn me this far ahead of it.

The number#

The first dropdown is how many. Open it and you get On at the top, then 1, 2, 3 and upwards.

The how-many list. “On” means zero — no gap at all. The numbers below it stop at 21 in this example, and that limit is deliberate.

Two things to notice in that list:

• “On” means zero. Pick it and the row rewrites itself to “On Day(s) of due date at 09:00 AM” — the reminder lands on the day itself rather than ahead of it.

• The list stops where the past begins. In this screenshot the task is due on 25 September and today is the 4th, so the list runs out at 21 — the exact number of days in between. AI Engage will not offer you a reminder that would have had to be sent before now. Choose a due date further out and the list gets longer by itself.

The unit#

The second dropdown is what the number counts in. On a task there is exactly one choice:

On a task the unit list has a single entry: Day(s).

That is not a bug. A task’s Due Date is a date with no clock time on it — “25 September”, not “25 September at 4pm” — so “30 minutes before” would have nothing to be 30 minutes before. Because days are vague in that way, the row adds a time-of-day picker at the end (“…before due date at 09:00 AM”) so you can say when on that day the email should go. Meetings and calls get more units; see below.

Option B — one exact date and time#

Click the radio button on the first row instead and you name the moment yourself.

The exact-moment row. Click “Pick a date” for the calendar, then set the clock time next to it. The summary now reads “on Sep 25, 2026 at 9:00 AM”.

Pick a date opens a calendar; past dates are greyed out and cannot be chosen. The box next to it sets the time of day. Whatever you choose, the summary line at the bottom restates it in full, which is how you tell at a glance that you have not set 9am on the wrong day.

Use this row when the reminder has its own logic — “chase this the morning of the board meeting” — rather than being a fixed distance from the record’s own date.

How the reminder reaches you#

The Notify dropdown is how it is delivered. Today it has one entry.

Notify has exactly one option today: Email. A reminder is an email, nothing else.

So a reminder is an email. Three things follow from that, and none of them are on screen:

• It goes to the record’s owner — the person in Task Owner, Meeting Owner or Call Owner — not to whoever created the record. If you set up a task and assign it to a colleague, the reminder is theirs.

• It is sent once. There is no repeat and no snooze; when it has gone, it has gone.

• It arrives in an inbox. If your team lives in a chat app rather than email, set the reminder further ahead than feels necessary.

The email names the record, shows the due date and links straight back to it, so one click takes you to the task or meeting you were being reminded about.

On a meeting#

The panel is the same, but a meeting has a real start time — From, with a clock — so the unit list is longer.

On a meeting or a call the unit list offers Minute(s), Hour(s) and Day(s).

Which gives you the reminder people actually want for a meeting:

A meeting reminder set to 30 Minute(s) before start time, with the SCHEDULE From and To times visible just above the panel.

Look closely at that row and one box has disappeared: there is no time-of-day picker on the end any more. It is not needed — “30 minutes before the start time” already points at an exact moment on the clock. The picker only comes back when you switch the unit to Day(s), because a day on its own does not say when.

Notice too that the wording changed. On a task the row said “before due date”; here it says “before start time”, and the summary reads “You’ll be reminded by email 30 minutes before the start time.” The panel always names the field it is counting from.

On a call#

Calls work exactly like meetings, counting back from Call Start Time.

A call reminder set to 1 Hour(s) before start time. The summary confirms it: “You’ll be reminded by email 1 hour before the start time.”

This is worth doing on calls you are scheduling for later rather than logging after the fact. If you are recording a call that already happened, leave Reminder alone — see Log Calls for the difference.

If you see the red warning#

Ask for a reminder at a moment that has already gone by and the summary strip turns into a warning.

The summary line is replaced by red text: “That reminder time is in the past — pick a later date or time.”

Here the task is due on 25 September and the reminder was set to 21 Day(s) before at 09:00 — which works out as 9am today, a time that has already passed. Nothing is broken; AI Engage is telling you this reminder could never be sent.

Fix it by doing any one of these:

• Choose a smaller number, so the reminder lands later.

• Set a later time of day on the end of the row.

• Push the record’s own date further out.

• Switch to the exact date and time row and pick a moment in the future.

The moment the timing becomes possible, the red text goes and the ordinary “You’ll be reminded…” sentence comes back.

Save it#

The reminder is part of the record, so it is stored when you click Save on the form — there is no separate save inside the panel. Cancel the form and the reminder goes with it.

To change or remove a reminder later, open the record, click Edit, and the panel comes back exactly as you left it. Switch it off to cancel the reminder altogether.

Reminder vs Repeat#

The panel to the right of Reminder is Repeat, and the two are easy to confuse:

• Reminder emails you about this record, once, before it is due.

• Repeat makes the record itself come round again — daily, weekly, monthly, yearly or a custom interval — so you do not have to type the same meeting out every week. It stays greyed out until the record has a date.

They work together happily: a weekly check-in that repeats every Monday can also remind you 30 minutes before each one. Repeat is covered in Reminders & Recurring Meetings.

Quick answers#

• Can I get more than one reminder on a record? No — one reminder per record.

• Can I be reminded by pop-up, SMS or WhatsApp instead? Not today. Notify offers Email only.

• Why is my unit list only Day(s)? You are on a task, and a task’s due date has no clock time. Meetings and calls offer minutes and hours.

• Why does the number list stop so early? It stops where the reminder would fall before now. A date further in the future gives you a longer list.

• I completed the task early — does the reminder still go? Close or delete the record if you do not want the email, or switch Reminder off in the edit form.