How to Use Payroll Reminders

This guide explains how to set up and manage automated payroll reminders in Awditify — ensuring you never miss a pay date, tax deadline, or time entry cut-off.

Getting to Reminders

1. Open the client you want to work with.
2. In the left sidebar, under Payroll, click Reminders.

The Reminders Page

Summary Cards

At the top, summary cards show:

• Total Reminders — all reminders configured.
• Pending — reminders that are scheduled but not yet sent.
• Sent — reminders that have been delivered.
• Missed — reminders whose scheduled date has passed without being sent.

Filters and Search

• Status filter — tabs for All, Pending, Sent, Completed, Missed.
• Search box — type to search by reminder title.

The Reminders Table

Each row shows:

• Title — the reminder name.
• Type — Payroll Due, Time Entry Due, Remittance Due, Tax Filing, WCB Report, Year End, or Custom. Each type has a distinct colored icon.
• Scheduled Date — when the reminder is set to trigger.
• Recurring — yes/no and the pattern (Weekly, Bi-Weekly, Monthly, etc.).
• Status — Pending, Sent, Completed, or Missed, shown as colored badges.
• Recipients — who receives the notification.
• Last Sent — when it was last triggered.
• Actions menu — Edit, Delete, Mark Complete.

Creating a Reminder

1. Click Create Reminder at the top right.
2. Fill in the form:

Reminder Details

• Type (required) — choose from:

  • Payroll Due — reminds you to process payroll.
  • Time Entry Due — reminds you or employees to submit time.
  • Remittance Due — reminds you of CRA remittance deadlines.
  • Tax Filing — reminds you of tax filing deadlines (T4, GST/HST, corporate tax).
  • WCB Report — reminds you to file WCB reports.
  • Year End — reminds you of year-end procedures.
  • Custom — any other reminder you want to create.

• Title (required) — a descriptive name, e.g., "Submit Bi-Weekly Time Entries" or "Monthly CRA Remittance Due."

• Message (optional) — additional details or instructions that appear in the notification.

Schedule

• Remind Date (required) — the date the reminder should trigger.
• Recurring — toggle on if this reminder repeats.
• Recurring Pattern — if recurring is on, choose from:
  • Weekly
  • Bi-Weekly
  • Semi-Monthly
  • Monthly
  • Quarterly
  • Annually

Recipients

• Recipients (required) — enter email addresses separated by commas. These people will receive the reminder notification.

Status

• Active — toggle on to activate the reminder immediately. Toggle off to create it in a dormant state.

3. Click Save.

✓ Tip: Set recurring reminders for monthly remittance deadlines and quarterly WCB filings to stay ahead of government deadlines.

Editing a Reminder

1. Click the actions menu (three dots) on the reminder row.
2. Select Edit.
3. Update any fields in the form.
4. Click Save.

Managing Reminder Status

Mark as Complete

When you have completed the task the reminder was for, click Mark Complete from the actions menu. The status changes to Completed.

Missed Reminders

If a reminder's scheduled date passes without it being sent or completed, its status changes to Missed (shown in red). Review missed reminders to catch any overlooked deadlines.

Deleting a Reminder

1. Click Delete from the actions menu.
2. Confirm the deletion.

Reminder History

Click the History button at the top to view past reminders that have been sent or completed.

The history table shows:

• Title and Type.
• Sent At — when the reminder was triggered.
• Due Date — the original scheduled date (may differ from sent date for recurring reminders).
• Recipients — who received it.
• Status — Sent or Completed.

How Reminders Work

1. A reminder is scheduled with a date, recipients, and optional recurrence.
2. On the scheduled date, the system sends email notifications to the listed recipients.
3. The reminder status changes to Sent.
4. After you complete the task, mark it as Completed.
5. If recurring, the next instance is automatically scheduled based on the pattern.

ℹ Info: Reminders also appear in the Payroll Calendar sidebar as "Upcoming Reminders," giving you a visual overview alongside pay dates and deadlines.

Reminder Types and Suggested Uses