Open the response and click Send Reminder. Equip emails the original responder the same form link again, so nothing is duplicated and any answers they already saved are still there. Sending a reminder also restarts that link's expiry window, which is how you revive an invitation that has already lapsed.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
Web app only.
Any team member with Forms access who can see the response, except participants.
Reminders only exist for responses that came from an emailed invitation or an invited link. A response that somebody started from the general form link has no responder to remind.
An umbrella account cannot send a reminder on a response that belongs to one of its sub-accounts. Someone in the sub-account has to do it.
Forms is turned on for your account by the Equip team. If you do not see Forms in the left menu, ask us to enable it.
Steps
Click Forms in the left navigation and open the form. From a participant's profile, click Forms and then the form.
Open the Responses list and click the row you want to follow up on.
In the panel that opens, click Send Reminder at the top.
The confirmation reads "Reminder sent to [email address]."
Limits and what the errors mean
When Send Reminder is offered
All of these have to be true:
The response came from an invitation, so it carries an invitation link.
Its status is Pending, In Progress or Denied.
It has a responder email address.
You can see the response and you are not a participant.
A Completed, Approved or Awaiting Approval response has no reminder button. Download takes its place.
Invalid email address
If the stored address is not a deliverable email address, the button is shown greyed out with the tooltip "Invalid email address". If the action is triggered anyway, the result is "Cannot send reminder — invalid email address." and nothing is sent. A Pending response cannot be edited, so the address on it cannot be corrected and you need a fresh invitation. On an In Progress response, Edit Response does let you correct the Email Address field.
What the reminder does to the expiry window
A reminder hands out the same link again and restarts its window from the moment the email goes out, using the form's link expiry setting. On a default form that is another 30 days.
If the form's link expiry days field is blank, the invitation stays open-ended and the reminder changes nothing about its expiry.
If the email fails to send, the window is left where it was, so a delivery failure cannot quietly extend a link nobody received.
This is how an "Invitation Link Expired" response is put right. A responder who sees "This form link has expired" needs a reminder from you, not a new invitation.
What the responder gets
An email with the form's title and a button back to the invited form. If they already started it, the link reopens their own In Progress response with their answers in place. If they have not started, it opens the form for them. There is no in-app notification and no separate reminder for a person without an Equip login.
How often you can send one
There is no cooldown and no cap. Each click sends another email and restarts the window again.
Other things also called reminders
A form requested by a calendar event creates a to-do titled "Complete [form title]", and that to-do sends its own reminder. Send Reminder on a response is a different thing.
A form that tracks expirations sends its subscribers a "Form Expiration: [form title]" to-do and email when a response is about to expire. That is also separate.
FAQ
Does sending a reminder create a second response?
No. The reminder re-sends the link to the response that already exists, so the responder lands back on the same form. Nothing they saved is lost and no duplicate row appears in the Responses list.
Why don't I see the Send Reminder button?
Either the response has already been submitted, or it was not created from an invitation, or it has no responder email address, or you are looking at a response owned by a sub-account from an umbrella account. A response created from the general form link never has the button, because nobody was invited.
Can I remind someone whose link has already expired?
Yes, and that is the way to fix it. Open the response, click Send Reminder, and the same link is re-issued with a fresh window measured from now.
The responder says they never got it. What do I check?
Confirm the address on the response is right, and ask them to check spam and junk. If the address is wrong and the response is Pending, it cannot be edited, so send a fresh invitation from the participant's profile and delete the old row. If the response is In Progress, use Edit Response to correct the Email Address and then send the reminder.
Can I send a reminder for a denied response?
Yes. A denied response is one of the states where the reminder still means something, because the correction email reuses the same link. If that window has already lapsed, a reminder is the only way to get the responder back in.
What happens if the email address is invalid?
Nothing is sent. The button is disabled with an "Invalid email address" tooltip, and the expiry window is left untouched. Correcting it means editing the response, which is only possible once it is In Progress, so otherwise send a new invitation.
Does a reminder go to the participant the form is about?
No. It goes to the responder, the person who was invited to fill the form in. On many forms that is a team member, a family member or an outside provider rather than the participant.
Can I send reminders to everyone who has not answered yet?
Not in bulk. Reminders are sent one response at a time. Filter the form's Responses list to Pending to see who still owes you an answer, then work down the list.
Related
Send a form to someone to fill out
Why can't I find, edit or download a form response?
Fill out a form
Can I save a form and finish it later?
Set up form expirations and renewal reminders
Request a form after a calendar event