AutomaticSigningReminders:HowtoStopDealsFromStalling

The most common reason a document goes unsigned isn't that someone objected to the terms. It's that they opened the email, meant to sign it later, and never came back. The document quietly slips down the inbox and the deal stalls — not on a decision, but on a distraction.

Automatic reminders solve this. Instead of you remembering to chase each pending signer by hand, Signvoy nudges them on a schedule you set, so documents complete themselves while you focus on other work.

This guide explains what automatic reminders are, when to send them, how many is too many, and how to configure a reminder schedule in Signvoy.

What are automatic reminders?

An automatic reminder is a follow-up email Signvoy sends to a signer who has been invited to sign a document but hasn't finished yet. Unlike the initial invitation, reminders are triggered automatically on a schedule — you don't have to lift a finger.

A reminder only goes to signers who still have an outstanding action. Once someone signs, they drop out of the reminder sequence immediately. Nobody who has already signed ever gets nudged again.

For documents with sequential routing, reminders respect the signing order: a signer is only reminded once it's actually their turn to sign. Signers waiting in a later stage aren't chased for something they can't do yet.

Why reminders matter

Reminders are one of the highest-leverage settings in any signing workflow because they address the single biggest source of drop-off: inaction, not rejection.

• They recover "forgotten" documents. A large share of unsigned envelopes are simply lost in a busy inbox. A well-timed nudge brings them back to the top.
• They shorten your sales and onboarding cycles. Every day a contract sits unsigned is a day of delayed revenue or a delayed start date. Reminders compress that waiting period.
• They remove manual chasing. Without automation, someone on your team has to track which documents are outstanding and email each signer individually. Reminders make that busywork disappear.

When should reminders be sent?

There's a balance to strike. Too few reminders and documents fall through the cracks; too many and you train signers to ignore you (or worse, mark your emails as spam). A sensible default schedule looks like this:

1. First reminder — 2 to 3 days after the invitation. Long enough that you're not nagging someone who was always going to sign today, short enough that the document is still fresh in their mind.
2. Second reminder — around 5 to 7 days. For the signer who genuinely forgot, this is usually the one that lands.
3. Final reminder — tied to the deadline. If the document has a signing deadline, a "last chance" reminder 24–48 hours before it expires creates gentle urgency.

For low-friction internal documents you might send just one reminder. For high-value external contracts with a firm deadline, a three-touch sequence is reasonable. The right cadence depends on how urgent the document is and how well you know the signer.

How to set up automatic reminders in Signvoy

On a single document

1. In the send screen, after filling in your recipients, find the Automatic reminders panel.
2. Toggle reminders on (or off) for this specific send.
3. Choose your cadence — how many days between reminders, and the maximum number to send.
4. Send the document. Signvoy handles the rest, including a final reminder before the document's expiry date.
5. Need to nudge someone sooner? Open the document and hit Send reminder for an instant reminder to everyone still pending.

On a template

If you send the same type of document repeatedly, configure reminders once on the template and every document created from it inherits the schedule:

1. Open the template editor and go to the Reminders tab.
2. Set your default cadence and (optionally) a default deadline.
3. Save. Every future send from this template reminds signers automatically.

This is the recommended approach for recurring documents like NDAs, offer letters, and order forms — you set the policy once and never think about it again.

Reminders and the audit trail

Every reminder Signvoy sends is recorded on the document's tamper-evident audit trail, alongside the original invitation and each signing event. That means you always have a documented record of exactly when a signer was contacted and how many times — useful for compliance, and for demonstrating good-faith outreach if a signing is ever disputed.

Frequently asked questions

Will already-signed signers get reminders?

No. Reminders only go to signers with an outstanding action. The moment someone signs, they're removed from the sequence and never contacted again.

Do reminders work with sequential signing?

Yes. With sequential routing, a signer is only reminded once it's their turn. Signers in later stages aren't chased for an action they can't take yet.

Can I turn reminders off for a specific document?

Yes. Reminders are opt-in per document (or inherited from a template, where you can also disable them). You're always in control of whether a given envelope sends reminders.

What happens when a document reaches its deadline?

Every document has an expiry date. As it approaches, Signvoy sends one final reminder to any pending signers — regardless of your regular cadence — so nobody misses a last chance to sign. If the document still isn't complete by the deadline, it expires automatically and you're notified. From there you can void and resend a fresh copy.

Can I send a manual reminder as well?

Yes. Alongside the automatic schedule, the Send reminder button on a document's detail view fires an immediate reminder to everyone still pending. Manual reminders don't count against the document's automatic reminder limit, so you can always give things a push.

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Stop chasing signatures by hand. Set up automatic reminders in Signvoy and let pending documents nudge themselves to completion.