Reminders — Chasing Proof Approvals

Customers get busy. When a proof sits unanswered, a one-click reminder re-sends the portal link — politely, and without you composing anything.

Sending a reminder#

On any order in Awaiting Approval, click Send reminder. The customer receives the reminder email (default subject: "Reminder: your proof for order {{orderNumber}} is still ready to review") with the same secure portal link as before.

A few rules keep reminders sane:

• Only while awaiting approval — you can't remind on orders that are still in design, already decided, or archived.
• 5-minute cooldown — Proofed won't let you accidentally double-send; if you try again too soon it tells you how long to wait.
• Counted per order — each order tracks how many reminders you've sent and when the last one went out, so your team never over-nudges.

Customising the reminder email#

The subject, heading, body, and button label are all editable in Settings → Email templates, with {{orderNumber}} and {{customerName}} variables available — the default heading is "Just a reminder, {{customerName}}". Try it in the live editor on Emails & Notifications.

Tactics that speed up approvals#

• Front-load context — a clear note on each artwork ("60 mm circle, holographic vinyl, colours as supplied") means fewer "wait, what am I looking at?" stalls. Use message templates.
• Label multi-design orders — "Front" / "Back" labels stop customers approving one design and forgetting the other exists.
• Use material previews — customers hesitate when they can't picture the finish. A material preview removes the doubt.
• Brand your emails — on Studio and above, your logo and sender name make the email instantly recognisable instead of "who is Proofed?".
• Remind once, then call — one reminder recovers most stragglers; after that, a personal touch usually beats a third email.

Related guides#

• Emails & Notifications — customise the reminder copy
• Dashboard, Kanban & Archiving — spot stale orders at a glance