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Reminders: chasing proof approvals

How Proofed's reminder emails work, covering when you can send them, the cooldown, tracking, and tactics for getting slow customers to approve proofs faster.

Customers get busy. When a proof sits unanswered, a one-click reminder re-sends the portal link, politely, and without you composing anything.

Sending a reminder#

On any order in Awaiting Approval, click Send reminder. The customer receives the reminder email (default subject: "Reminder: your proof for order {{orderNumber}} is still ready to review") with the same secure portal link as before.

A few rules keep reminders sane:

  • Only while awaiting approval: you can't remind on orders that are still in design, already decided, or archived.
  • 5-minute cooldown: Proofed won't let you accidentally double-send; if you try again too soon it tells you how long to wait.
  • Counted per order: each order tracks how many reminders you've sent and when the last one went out, so your team never over-nudges.

Customising the reminder email#

The subject, heading, body, and button label are all editable in Settings > Email templates, with {{orderNumber}} and {{customerName}} variables available. The default heading is "Just a reminder, {{customerName}}". Try it in the live editor on Emails & Notifications.

Tactics that speed up approvals#

  • Front-load context: a clear note on each artwork ("60 mm circle, holographic vinyl, colours as supplied") means fewer "wait, what am I looking at?" stalls. Use message templates.
  • Label multi-design orders: "Front" / "Back" labels stop customers approving one design and forgetting the other exists.
  • Use material previews: customers hesitate when they can't picture the finish. A material preview removes the doubt.
  • Brand your emails: on Studio and above, your logo and sender name make the email instantly recognisable instead of "who is Proofed?".
  • Remind once, then call: one reminder recovers most stragglers; after that, a personal touch usually beats a third email.
Note:

Orders placed through guest checkout without an email address can't receive reminders: Proofed will tell you if there's no customer email on file. See Troubleshooting.

Related guides#

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