Clients ghost. It's universal. BopSuite has three layers of reminder automation so you spend less time chasing.
Layer 1 — Automatic reminder schedule
When you send a doc request, you'll see a Reminder emails toggle on the send screen. Defaults to ON.
When ON, BopSuite sends:
- Day 3 if not started
- Day 7 if started but incomplete
- Day 14 if still incomplete
Each reminder email is branded (your logo + accent color), addresses the client by first name, references the specific request, and links straight back to the portal where their open items are.
Cron-driven (/api/cron/reminders), runs daily at 9am UTC. The job picks every active request whose next_reminder_at has passed, sends the email, advances next_reminder_at to the next interval, and logs the send to activity_log.
When to turn auto-reminders OFF
A few cases:
- Time-sensitive matters where you're already on the phone — send manual reminders only
- Tax-season deadline crunch where 3 days is too long — manual same-day pings work better
- Client explicitly asked for low email volume — respect it; flip the toggle off
You can change the toggle on a sent request by editing it. The next scheduled reminder won't fire if you turn it off.
Layer 2 — Manual reminder
Open the doc-request detail page → Send reminder now button.
Fires immediately. Same email template as the automatic one. Resets the auto-reminder clock so the next automatic one is still ~3 days out (instead of doubling up tomorrow).
Use this when:
- A client said "I'll get to it tomorrow" and didn't
- You're about to call them and want the email on top of their inbox first
- A specific deadline is approaching and the standard 3/7/14 cadence is too slow
Layer 3 — AI-personalized nudges (Firm tier)
If your plan includes aiNudges (Firm), the manual reminder option opens a third path: AI-personalized nudge.
Click that and BopSuite (via Claude Haiku) reads:
- Which fields are still missing
- Which fields the client started but didn't submit
- The submission status (e.g., one rejected with a reviewer comment)
- The matter type and the firm's tone (informal vs. formal, set by your branding)
Then drafts a tailored message. Examples of what it might write vs. the generic version:
| Generic reminder | AI-personalized nudge |
|---|---|
| "You have 4 outstanding items in your document request." | "Hi Sarah — quick reminder on your 1040 prep. We have your W-2 and 1099-NEC; we still need your prior-year return + the brokerage statements (1099-B). Both are usually a one-click download from your bank/Fidelity. Reply if I can help." |
You review the draft before sending. The AI doesn't auto-send — you stay in the loop.
This is what makes Firm tier worth the bump for high-volume firms. A senior partner sending 30 personalized nudges a week beats a junior associate sending 30 generic ones.
Reading reminder activity
The matter's activity timeline shows every reminder sent (auto or manual). Each entry is timestamped, named the actor, and links back to the request. Useful for ethics audits and "we sent reminders, you didn't respond" defenses if a client claims you didn't follow up.
What about phone calls?
BopSuite doesn't make calls. But it gives you the data to do it well: a matter you should call about looks like one with multiple sent reminders, no portal opens, and a deadline approaching. The /my-day page surfaces these for triage.
What clients see
Reminder emails are deliberately short. Subject line: "Reminder: docs needed for [matter name]." Body: 2 lines + "Continue uploading" button + your firm signature. No multiple-page legal preamble.
The button takes them straight to the portal — no login, just open and finish.
Tuning the schedule (developer note)
If 3/7/14 isn't right for your firm, the schedule is currently hard-coded in src/lib/reminders.ts. Plan-tier configurability is on the v2 list. Email us if this matters to you and we'll prioritize.
What's next
- Inviting your first client to the portal — what the client sees, mobile flow
- Sending doc requests — for context on the full doc-collection loop