Form reminders help teams follow up with people who have been invited to complete a form but have not submitted it yet. When a form response is still pending or in progress, authorized users can send the recipient a reminder email with a link back to the same form invitation.

This is useful when a participant, guardian, team member, or external responder needs a quick prompt to finish a form without creating a new invitation or manually copying a link.

📍 Where to Find Form Reminders

Open Forms.
Select the form you want to review.
Open the Responses tab.
Select the response that needs follow-up.
If the response is eligible, select Send Reminder.

Form reminders may also be available from a participant’s form response details when viewing forms from the participant profile.

⚙️ How Form Reminders Work

A form reminder sends an email to the response’s listed responder email address. The email includes a link that takes the responder back to the invited form so they can start or continue the response.

The reminder uses the existing invitation for that response. It does not create a duplicate response, change the assigned subject, or reset any work that has already been started.

✅ When the Send Reminder Button Appears

The Send Reminder button appears only when the form response is eligible for a reminder.

A response is eligible when:

The response was created from an invitation.
The response is still Pending or In Progress.
The response has a responder email address.
The current user has permission to access and manage the response.

If the form response has already been completed, the reminder action is no longer needed and will not appear.

🚫 Invalid Email Addresses

If the responder email address is missing or invalid, Equip will not send the reminder. When an invalid email is detected, Send Reminder is disabled and the response shows an invalid email message.

Update the responder information before sending a reminder if the email address is incorrect.

📬 What the Recipient Receives

The recipient receives an email reminder that includes the form title and a link to open the invited form response.

If the responder has already started the form, the link allows them to continue the same response. If they have not started it yet, the link opens the invited form so they can begin.

✅ Benefits

Faster follow-up — Send a reminder directly from the response instead of manually contacting the responder.
No duplicate invitations — The reminder uses the existing invited response.
Clearer completion tracking — Follow up only on responses that are still pending or in progress.
Simple recipient experience — The responder receives a direct link back to the form they need to complete.

💡 Best Practices

Use reminders for responses that are still Pending or In Progress.
Confirm the responder email address before sending a reminder.
Avoid sending repeated reminders too close together unless the response is urgent.
Use the response status to confirm whether the responder has started or completed the form.
If a responder says they did not receive the reminder, confirm the email address and ask them to check spam or junk folders.

❓ FAQs

Does sending a reminder create a new form response?
No. The reminder uses the existing invited response and sends the responder back to that same form invitation.

Can I send a reminder after the form is completed?
No. Reminders are only available for invited responses that are still Pending or In Progress.

Why do I not see Send Reminder?
The response may already be completed, may not have been created from an invitation, may not have a responder email address, or you may not have permission to manage that response.

What happens if the email address is invalid?
Equip will not send the reminder. The Send Reminder action is disabled when the responder email address is invalid.

Can the responder continue a form they already started?
Yes. If the response is In Progress, the reminder link takes them back to the same invited response so they can continue.