# The reminder schedule (reminders are not sent yet) > How the club sets up to six reminder stages around an invoice's due date, what each invoice remembers of them, and why no reminder is sent yet. Who this is for: Anyone with “Club settings” or “See all invoices and payments” (by default: Administrator, Head Coach, Casual Staff, Reporting, Treasurer). Last checked in release 2026.10.23, on 23 October 2026. Source: https://sportsclubos.net/help/invoices/reminder-schedule/ > **Not built yet:** Sports Club OS does not send invoice reminders. Nothing is emailed to anyone, and no page says a reminder was sent. Keep following up unpaid invoices as you do now. See [What is not built yet](https://sportsclubos.net/help/reference/not-built/index.md). The reminder schedule is the club's plan for when it reminds people about an invoice, and what each reminder says. For now it does one thing: each unpaid invoice shows which stage of the schedule it has come to by date, on Unpaid invoices. The wording is kept ready for when sending is built. ## How the schedule works - A schedule has up to six reminders. Each falls a number of days before or after the day an invoice is due, from 60 days before to 180 days after. No two fall on the same day. - Each reminder has a **Name** (for example "First reminder"), **When it falls**, an **Email subject** and its **Wording**. - A club that has never changed its schedule has four standard reminders: **Coming due** (7 days before), **Due today** (on the due date), **First reminder** (7 days after) and **Final reminder** (21 days after). ## What an invoice remembers When an invoice is raised, it keeps the stages as they stood that day: each stage's name and day, not the wording. A later change to the schedule applies to invoices raised from then on and does not move an invoice already raised. A stage's date is the invoice's due date plus the stage's days. When that date has come, the invoice has reached the stage. That is all it means: a stage reached is a date, not a reminder sent. A paid invoice's stages are measured to the day it was paid. Who can see invoices sees each invoice's stages. Members are not shown them. ## Change the schedule 1. Open Admin > Settings and choose the **Invoice reminders** tab. A notice says reminders are not being sent yet. 2. **The schedule** draws the reminders as a line of stages. Press one to open it, or press its row under **Reminders**. 3. Change its **Name**. Under **When it falls**, choose **Before the due date**, **On the due date** or **After the due date**, and type the **Days**. 4. Change the **Email subject** and the **Wording**. They are plain words: no formatting. 5. To put a detail from the invoice in, place the cursor and press one of the merge fields under the wording, for example `{{first_name}}` or `{{invoice_number}}`. Each is filled in from the invoice when the reminder is used. A fallback can follow a bar, as in `{{first_name|there}}`. 6. **How it would read** shows the reminder with made-up invoice details, as an email to an invented person. Nothing is sent to anyone. 7. Press **Save settings** at the top of the page. ![The Reminders list on Settings, Invoice reminders, with First reminder open: Name, When it falls set to After the due date, Days 7, Email subject, the Wording, the merge fields such as {{first_name}} and {{invoice_number}}, Remove this reminder, and beside them How it would read, an email to Olivia Hartley with made-up invoice details.](https://sportsclubos.net/help/img/invoices-reminders-1600.webp) *The preview uses made-up invoice details. Nothing is sent to anyone. Shown in release 2026.10.29 · Settings · as an Administrator.* - **Add a reminder** adds one. It cannot be pressed once there are six. - **Remove this reminder** takes one off. - **Use the standard reminders** puts the four standard reminders back, replacing the ones there now and their wording, when you save. - With no reminders, the tab says **There are no reminders in the schedule. Add one, or use the standard reminders.** The merge fields are **first_name**, **name**, **invoice_number**, **amount_owing**, **due_date**, **club_name** and **how_to_pay**. ## If the schedule will not save A problem is shown on the reminder it belongs to, and nothing is saved until it is put right. For example: - **Every reminder needs a name.** - **"First reminder" is set to 0 days. For the day an invoice is due, choose "On the due date" under When it falls.** - **"First reminder" and "Second reminder" fall on the same day. Give each reminder its own day.** - **"First reminder" needs a subject.** or **needs some wording.** - **"First reminder" holds ``, which reads as HTML. A reminder is plain words only.** - **"First reminder" uses `{{membership}}`, which Sports Club OS cannot fill in. Use only the details listed.** ## Who can change it Changing the schedule is part of the club's settings. The Administrator can by default; your club can give it to other roles on Roles & permissions. Anyone who can see invoices sees each invoice's stages on Unpaid invoices. ## Related - [See what is still owing](https://sportsclubos.net/help/invoices/unpaid/index.md): where the stages are shown.