External reminder contacts

Contacts is the reusable directory for reminder recipients outside the workspace. A contact does not need an account and does not become a team member or consume a team seat. This feature was added on September 8, 2026.

1. Select Add contact.
2. Enter Name, Email and Timezone. The timezone controls scheduled 08:00 emails.
3. Select Save contact. The contact starts at Awaiting confirmation; saving does not send mail.
4. Select Send confirmation. The email is queued for the reminder service, normally processed on its five-minute schedule.
5. The recipient opens the email link and selects Confirm reminder emails. Opening the link alone does not confirm.
6. Assign the contact using a record's Reminder recipients > Manage reminders, or use Manage records in Contacts to select several records.

You can assign a contact before they confirm. Their emails only become eligible after both assignment and confirmation. Missed offsets from before this point are not sent as a backlog. Contacts share the workspace's reminder offsets, with their own saved timezone. External reminders contain the workspace name, record title, deadline type and date. They do not contain private record links, notes or documents.

Check delivery distinguishes a queued confirmation, provider acceptance and reported delivery. Delivery does not mean the recipient has confirmed. Refresh the contact list to see Confirmed after they accept. Confirmation links expire after seven days; requests are limited to avoid repeated unwanted emails.

Edit contact changes the name and timezone, or archives the contact to stop sending. To use a different email, archive the old contact and create a new one. Contacts can stop reminders from the organisation using the link in any reminder. An unsubscribe or a delivery suppression cannot be reversed by editing the contact.

Add one contact to many records

Use Manage records beside a contact, or select records in Table and choose Manage reminders. Both routes let you preview changes before applying them. Read Bulk reminder management.

Confirmation and contact limits

Confirmation links last seven days. You can request one confirmation per contact per hour, up to three per day, with a workspace maximum of 100 requests per day. A contact must explicitly confirm; a delivered confirmation email alone is not consent.

A workspace can store up to 1,000 contacts and a record can have up to 100 external contacts. Archived contacts stop receiving future reminders. Unsubscribed or suppressed recipients need their status resolved through the appropriate consent or delivery process; reassigning them does not restart mail.

Example: remind a customer about a certificate

Create the customer's contact with the correct email and timezone, send confirmation, and assign them to the certificate record. Check that they are confirmed and that a future reminder appears. Keep a team member as the record owner so someone inside your workspace remains responsible.

The external email includes the workspace name, record title, deadline type and date. Use a clear title and avoid putting private notes in it.

Watch the tutorial

Watch tutorial 3 for a video walkthrough, or browse all five video tutorials.