Help Center

Client Review Reminder

Client Review Reminders help you automatically remind both the client and the advisor when a review meeting is coming due. Unlike regular appointment reminders, these reminders are based on a recurring review schedule rather than a meeting that is already booked.

This feature is especially useful for annual or periodic review workflows where you want to prompt clients to schedule their next review before the due date arrives.

Overview

Client Review Reminders can be sent at these times before the review due date:

• 1 month before
• 15 days before
• 1 week before
• On the review due date

For each timing, you can independently enable:

• Email reminders
• Text reminders
• Or both

These reminders are designed to help clients schedule a review meeting if one has not already been booked.

How Client Review Reminders Are Different from Appointment Reminders

How It Works

The Review Due Date

The review due date is not a separate field you type directly on the contact record. Instead, it is calculated from a recurring client review reminder created for the contact.

For example, if you create a client review reminder with a start date of March 1 and an annual recurrence, LeadCenter calculates the next review due date based on that recurring pattern.

Smart Skip if a Review Is Already Scheduled

If the client already has a non-review appointment scheduled around the review date, the review reminder is not sent. This helps prevent unnecessary “time to book your review” messages when a meeting has already been scheduled.

Note: Review reminders are skipped if the client already has a qualifying appointment scheduled near the review date.

Who Receives Client Review Reminders

Client Notifications

The client can receive reminders through:

• Email — using the selected email template
• Text message — using the selected text template and the calendar’s assigned virtual number

Advisor Notifications

The advisor or host receives a separate built-in notification:

• 1 week before the review due date
• On the review due date

These advisor notifications use a built-in system template and depend on the user’s personal notification preferences.

Requirements

Email Reminder Requirements

• A calendar with Client Review Reminders configured
• An email template in the Appointments category
• An active email configuration for the account
• A valid primary email address on the contact record

Text Reminder Requirements

• A calendar with Client Review Reminders configured
• A text template in the Appointments category
• A virtual phone number assigned to the calendar
• A valid phone number on the contact record
• A2P 10DLC registration for outbound texting — To send outbound review reminder text messages in the U.S., your business texting setup must be approved through carrier verification. See the A2P 10DLC campaign registration help article.

Important: Only templates in the Appointments category appear in the reminder template dropdowns.

Note: Text reminders require a virtual phone number. If you have not purchased one yet, go to the Phone Numbers page.

How to Set Up Client Review Reminders

Step 1: Configure reminder templates on the calendar

1. Go to Calendars.
2. Select the calendar you want to use.
3. Open the Client Review Reminders tab.
4. For each reminder timing, enable the email and/or text reminders you want to use.
5. Select the corresponding templates for each enabled timing.
6. Click Save.

Step 2: Create a client review reminder for a contact

1. Open the contact details page or go to the calendar.
2. Click Create → Client review reminder.
3. Set the first review date.
4. Choose the recurrence pattern, usually annual.
5. Save the reminder.

Once saved, LeadCenter calculates the Next Review Date automatically from the recurrence pattern.

Step 3: View the next review date

The Next Review Date appears on the contact details page. This date is calculated from the recurring client review reminder and is not edited directly.

Including a Booking Link in the Reminder

To make it easy for clients to schedule their review, include this shortcode in the reminder template:

[[calendar.host_calendar_link]]

This shortcode inserts the host’s public calendar booking link. If a shared calendar link is configured, LeadCenter uses that link instead.

Tip: Including a booking link in both email and text reminders helps clients schedule the review immediately.

How Reminder Scheduling Works

Client Review Reminders are checked once daily at 9:00 AM.

During that daily run, LeadCenter:

1. Looks ahead at upcoming review occurrences
2. Calculates whether a reminder should be sent that day
3. Sends the reminder if the timing matches
4. Skips the reminder if a qualifying appointment is already scheduled

What Client Review Reminders Do Not Do

• They do not automatically book a meeting
• They do not sync to Google Calendar, Outlook, or Redtail
• They do not create a regular appointment automatically

The reminder only notifies the client and advisor that a review is due. The actual review meeting still needs to be scheduled separately.

Spouse and Reminder Behavior

• If Include spouse? is selected, LeadCenter also checks whether the spouse has a scheduled appointment when deciding whether to send the review reminder.
• If either the primary contact or the spouse already has a qualifying appointment scheduled around the review date, the review reminder may be skipped.
• If both spouses need separate review reminders, create a separate client review reminder for each contact and leave Include spouse? unchecked on both.
• Even if both spouses share the same email address, the spouse’s appointments are only considered when Include spouse? is checked.
• You can cancel a client review reminder and later reactivate it if needed.

Best Practices

• Start with 1 month and 1 week reminders for a simple but effective schedule.
• Include the booking link using [[calendar.host_calendar_link]] in every reminder.
• Use both email and text when appropriate for better response rates.
• Review active client reminders regularly to make sure important clients are covered.
• Let the smart skip behavior work for you instead of manually disabling reminders when a meeting is already booked.

FAQs

How is the review due date determined?

It is calculated from the recurring client review reminder you create for the contact.

Do client review reminders sync to Google or Outlook?

No. Client review reminders stay inside LeadCenter and do not sync to external calendars.

What happens if the client already has a meeting scheduled?

The review reminder is automatically skipped if the client already has a qualifying non-review appointment near the review date.

Does the advisor receive notifications too?

Yes. The advisor receives built-in notifications 1 week before and on the review due date.

When are client review reminders sent during the day?

They are checked once daily at 9:00 AM.

Can I change the review frequency?

Yes. You can choose a recurring schedule that fits your review process, including annual or other recurring patterns.

Do text reminders require a virtual number?

Yes. A virtual number must be assigned to the calendar for text reminders to be sent.

Can I include a booking link in the reminder?

Yes. Use [[calendar.host_calendar_link]] in your template.

Does this automatically schedule the review appointment?

No. The reminder only notifies the client and advisor that a review is due. The actual meeting must still be scheduled separately.

Need help? Contact support@leadcenter.ai.