Types of reminders
| Reminder / notification | Trigger | Frequency | Silenced |
|---|---|---|---|
| Welcome email | Registration completed | Sent once | No |
| Welcome email (imported applicant) | Applicant (lead) imported | Sent once | No |
| Welcome email (event registration) | Applicant registered to participate in an event | Sent once | No |
| Event registration cancellation | Applicant registration cancelled | Sent once | No |
| Draft application | Application in Draft status 3 days before the intake deadline | Every day before the deadline | No |
| Inactive application | Application in Draft status unedited for 15 days | Sent once | No |
| Reopened application | Application reopened and unedited for 3 days | Every 10 days, max 3 times | Yes |
| Final decision | Confirmed accepted offer exists | Weekly or biweekly; stops after decision or 2 months | Yes |
| Final decision confirmation | Applicant makes final decision | Sent once | No |
| Invoice delivery | Invoice issued | Sent once | No |
| Invoice reminder | Unpaid invoice, < 3 days to deadline | Sent once | No |
| Invoice collection | Invoice marked as collected | Sent once | No |
| Referee invitation | Referee added | Initial + one reminder after 10 days | No |
| Referee thank-you | Reference submitted | Sent once | No |
| Applicant notification (reference) | Reference submitted | Sent once | No |
| Task reminders | Task pending in active application | Configurable; max duration 6 months | Yes |
Welcome email
Sent immediately after the registration to confirm access, provide joining instructions and welcome the applicant.
Email details:
- Subject: Welcome!
- Template:
applicant-welcome-register
Welcome email (imported applicant)
Sent when an applicant account is created through lead import, for example, through an API request or integration with an external system. The email provides initial access details similar to standard account registration.
Email details:
- Subject: Welcome!
- Template:
applicant-welcome-imports
Welcome email (event registration)
Sent when an applicant registers to participate in an event. The email confirms event registration and provides access information related to the event.
- Subject: Registration confirmation
- Template:
meeting-registered
Event registration cancellation
Sent when an applicant is unregistered from a specific event. The applicant’s registration can be cancelled by the applicant or an Administrator.
- Subject: Unregistration confirmation
- Template:
meeting-unregistered
Draft application
Sent when an application remains in the Draft status 3 days before the intake deadline. The reminder is sent daily until the deadline passes or an applicant submits the application.
If an application has multiple priorities with different deadlines, a separate reminder is sent for each priority.
- Subject: Reminder about an upcoming deadline
- Template:
application-reminder-draft
Inactive application
Sent when an application remains in the Draft status for 14 days without any edits. DreamApply additionally performs the following actions for inactive applications:
- Sets the application status to Inactive
- Creates the Application was marked as inactive journal entry
Email details:
- Subject: Reminder about your application
- Template:
application-reminder-inactive
Reopened application
Periodic reminders sent to prompt an applicant to review and resubmit applications that have been reopened. Sent when the following conditions are met:
- The application status is Reopened
- The applicant has not edited the application for the last 3 days
Reminder schedule:
- Reminders are sent every 7 days.
- A maximum of 3 reminders are sent (approximately 30 days in total)
- After 3 reminders, the applicant is considered unresponsive, and no other reminders are sent to avoid spam.
- If an application is 6 months old, no reminders are sent.
Email details:
- Subject: Reminder about your application
- Template:
application-reminder-reopened
Final decision
Periodic reminders sent to prompt an applicant to review their offers and submit a final decision. Sent when the following conditions are met:
- The application is active (status is not Closed)
- The application has one or more confirmed offers with a status of Accepted, Conditionally accepted, Other
- The offer requires a decision
Reminder schedule:
- The first reminder is sent immediately when the above conditions are met. This message informs the applicant about the required next steps.
- Subsequent reminders are sent every 7 days if no decision is made or if the applicant selects Undecided.
- A final, last-minute reminder is sent when the offer has a decision deadline and the applicant has made no final decision yet.
The reminders stop when:
- The applicant makes a final decision.
- The applicant declines the offer or the Administrator declines it on the applicant’s behalf.
- The decision deadline passes.
- 2 months have passed since the offer was confirmed.
Email details:
- Subject: Please review your offers
- Template:
applicant-decide,applicant-decide-deadlines
Final decision confirmation
Sent to an applicant when the applicant makes a final decision on an offer.
Email details:
- Subject: Your offer decision
- Template:
decision-final-confirmation
Invoice delivery
Notifies applicants when an invoice has been issued or updated. The email provides a direct link to view the invoice. Sent when the following conditions are met:
- An invoice is issued to an applicant.
- An invoice is edited by an Administrator, and the Administrator chooses Save and send out. The Save option does not trigger this notification.
Email details:
- Subject: Invoice no. ?
- Template:
invoice-deliver
Invoice reminder
Notifies an applicant to perform payment of an unpaid invoice before the deadline. Sent when the following conditions are met:
- The invoice has not been marked as collected.
- There are less than 3 days remaining before the invoice deadline.
- The Send a reminder if unpaid option is enabled for this invoice.
- At least 3 days have passed since the invoice was issued. Otherwise, the reminder is skipped.
Email details:
- Subject: Payment reminder
- Template:
invoice-reminder
Invoice collection
Notifies an applicant when their payment has been successfully received and recorded. Sent when an invoice is marked as collected (fully, partially or overpaid) through the payment gateway or by an Administrator.
Email details:
- Subject: Payment for invoice no. ?
- Templates:
invoice-collected-full,invoice-collected-gateway-full,invoice-collected-overpaid,invoice-collected-gateway-overpaid,invoice-collected-partial,invoice-collected-gateway-partial
Referee invitation
Notifies referees when an applicant has requested an online reference and follows up when a reference is not submitted in time. Sent when the following conditions are met:
- Initial invitation: Sent immediately when an applicant invites a referee to submit a reference.
- Reminder: Sent if a referee has not submitted a reference within 10 days. DreamApply sends only one reminder per reference invitation, so a referee will receive a maximum of 2 emails of the same request.
Email details:
- Subject: Reference request (initial invitation), Reference request (repeated) (reminder)
- Template:
referee-invitation(initial invitation),referee-reminder(reminder)
Referee thank-you
Sends a thank-you message to a referee when the referee successfully submits a reference.
- Subject: Thank you
- Template:
referee-thanks
Applicant notification (reference)
Notifies an applicant that a referee has successfully submitted a reference.
- Subject: Reference has been submitted
- Template:
referee-committed
Task reminders
Notifies an applicant that they must complete specific checklist tasks. Task reminders are highly configurable and may vary depending on your DreamApply instance setup.
Sent when the following pre-conditions are met:
- An applicant has an active application (status is not Closed)
- The application contains at least one non-failed offer
Interval
You can schedule reminders per task and task status. For example, I have not taken a language test yet can be sent every 10 days, while I am waiting for my language test results may have a longer interval.
Administrators can manually adjust the interval or disable reminders for a specific task using the task settings.
Termination
Reminders stop automatically when a configured event occurs. By default, all task reminders stop when an applicant makes a final decision. Other configurable termination events include:
| Event | Description | Example |
|---|---|---|
| Creation | Task was created | 30 days after task was created |
| Commit | Task status was changed | 60 days after last status change |
| Resolution | Task was resolved | Immediately after task resolution |
| Submission | Application was submitted | 90 days after submission |
| Offering | An accepted offer was made (Accepted, Conditionally accepted, Other) | Immediately after applicant acceptance |
| Decision | Applicant made a final decision | 5 days after applicant decision |
- Reminders are sent repeatedly according to the interval until the termination condition is met. For example, a 10-day interval with a 30-day termination results in 3 reminders.
- All task reminders automatically stop after 6 months, regardless of status and resolution.
For advanced configurations, please contact the DreamApply support team.