Use Reminders to Stay Aware of Key Dates

A reminder in Smartsheet is a type of alert that can help you and others stay informed so that you can take action on items in a sheet. Reminders are date driven: Smartsheet will send you an email reminder about sheet or a task before, on, or after a specific date.

TIP: You can also receive email alerts via notifications. For more information about the difference between reminders and notifications, see Alerts: Stay on Track with Automatic Notifications and Reminders.

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Who Can Create and Use Reminders

Anyone who is shared to a sheet can set up their own reminders for that sheet. Sheet owners and people with admin-level sharing permissions to a sheet can set up reminders for themselves and others (which is a great way to keep everyone on track with a project).

IMPORTANT: In order for others to receive reminders for a sheet, you must ensure that those people are shared to the sheet. For more information on sharing sheets, see the Sharing Sheets article.


Create and Edit Reminders

When you work with reminders, you’ll specify the who and the when:

  • Who will default to you (the logged in user). This attribute can also be associated with contacts if a Contact List column exists in the sheet.
  • When can be based on any column in the sheet that uses a Date column type or you can choose a specific date from the date picker.

How you get started setting up a reminder will depend on whether you want to set up a row-level or a sheet-level reminder:

  • To set up a sheet-level reminder, start by clicking the Alerts tab at the bottom of your sheet.
     

    Alerts tab

  • To set up a reminder for a specific row, click the row menu dropdown arrow and click Set Reminder.
    Row menu tooltip exposed

Set Up a Reminder for Yourself

  1. Open the New Reminder form (how you open the form will vary depending on whether you want to create a reminder for a row or for the entire sheet):

    To set a row-level reminder: Click the row menu dropdown arrow next to the row number and select Set Reminder.

    To set a sheet-level reminder: Click the Alerts tab at the bottom of the sheet. In the left panel, select Reminders, and click New Reminder.
     
  2. Click on if you want to be notified before or after the specified date.
  3. Click the underlined date to specify a different date.
  4. Type a reminder message and click Save.

To set up a reminder for a specific row, click the row menu dropdown arrow and click Set Reminder.

Set Up a Reminder for Someone Else

You must be the sheet owner or be shared to the sheet with admin-level permissions to set up reminders for others. In order for others to receive reminders for a sheet, you must ensure that those people are shared to the sheet.

  1. Open the New Reminder form (how you open the form will vary depending on whether you want to create a reminder for a row or for the entire sheet):

    To set a row-level reminder: Click the row menu dropdown arrow next to the row number and select Set Reminder.

    To set a sheet-level reminder: Click the Alerts tab at the bottom of the sheet. In the left panel, select Reminders, and click New Reminder.
  2. Click the underlined name (likely your name) to change who the reminder will be sent to.
  3. Click on if you want to be notified before or after the specified date.
  4. Click the underlined date to specify a different date.
  5. Type a reminder message and click Save.

View or Change Reminders

To review or change a reminder:

  1. Click the Alerts tab at the bottom of the sheet and select Reminders in the left panel.
  2. Follow the step for the change you want to make:
    • To delete a reminder (cancel it), click delete reminder.
    • To edit the reminder message, click edit message.
    • To change the who or when criteria, click the underlined text and make the desired changes.

Reminder Dates, Times, and Time Zones

It is not possible to specify the time of day that a reminder is sent.

Reminders are sent between 12:00 AM and 4:00 AM based on the sheet owner’s time zone. For this reason, in most cases, you won’t receive a reminder on the same day that you create it. If you want to ensure that you receive a new reminder, choose a start date that occurs in the future.

The time zone used for Smartsheet is specified per user in the Personal Settings form. For more information about personal settings, see Adjusting Personal Settings.

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