Reminders
Reminder dates are worked out once, when the case is booked, and written to the case. Each day, whatever falls due that day goes out. Nothing is decided at send time, so a case's whole reminder schedule can be read off it before a single email goes. Reminders are sent once a day.
The schedules
Each mediator has their own intervals. These are the defaults:
| Reminder | Count | Timing | Counted from |
|---|---|---|---|
| Onboarding | 3 | 3 working days apart | The booking |
| Brief | 1 | 5 days before the mediation | The mediation date |
| Payment | 4 | 5 working days, then 3, then 3, then 3 | The booking confirmation |
| Key documents | 2 | ODR mediators only | The mediation date |
Panels change these. Some run briefs at 14 and 5 days with payment reminders a week apart; others put the first brief reminder at 7 days.
Subject lines carry the position: Payment Reminder 2/4, Brief Reminder 1/2. The denominator is the number of reminders actually scheduled on that case, so a case that had room for two brief reminders reads 1/2 and one booked at short notice reads 1/1.
When reminders deliberately do not go
| Rule | Effect |
|---|---|
| A reminder date lands on or after the mediation date | That reminder is dropped when the schedule is built. A case booked three days out gets fewer reminders, not compressed ones. |
| A reminder date lands on a weekend | It moves to the next working day. |
| The party has already done the thing | Onboarding and brief reminders are skipped per party. A defendant who has filed is not chased because the plaintiff hasn't. |
| Every party on the case is done | The case is skipped entirely. |
| The case is cancelled | No reminders go out. |
| Reminders are paused for the mediator | Nothing automated goes out for any of their cases. Used while a newly migrated panel is still being onboarded. |
| The case was migrated in from another system | No automated reminders. Its history predates the platform. |
The Zoom reminder is separate
It goes out a day ahead on its own terms: cases exactly one day out, with a meeting link already on them, not cancelled, and not marked in-person. It goes to every participant and to the mediator.
Sending one by hand
Onboarding, brief and payment reminders can each be sent on demand from the case page. A manual send is recorded as its own event — "Onboarding Reminder Sent Manually" — and doesn't use up one of the scheduled reminders.