Subscription Tier: Starter, Pro
Reminders are lightweight, dated notes that nudge you (or an employee) at the right time. Use them for anything that lives outside a specific event: "call the power company about the generator permit," "re-seal the 40x80 tent before July," "send Mrs. Parker a thank-you card next Monday," "the snow blower needs oil before November." Reminders show up on the dashboard, and optionally by email or phone push notification.
Reminders appear in two places:
- Dashboard — upcoming and overdue reminders show as a card at the top of your dashboard
- Reminders page — a dedicated view (Reminders in the sidebar) showing all reminders organized by due date
On the mobile app, reminders also appear in the home dashboard and trigger push notifications at their due time.
- Click New Reminder (from the dashboard card or Reminders page).
- Fill in:
- Title — a short description of what you want to remember
- Due Date and optional Time
- Notes — longer details if needed
- Assigned To — yourself or an employee
- Repeat — One-time, Daily, Weekly, Monthly, or Yearly
- Notify By — Dashboard only, Email, or Push Notification (mobile)
- Click Save.
Pick a repeat interval and the reminder will regenerate itself once you mark it complete:
- Daily / Weekly / Monthly / Yearly — the next occurrence is created automatically after you check off the current one
- Custom interval — set a specific number of days between repeats (e.g., "every 45 days")
Good recurring-reminder ideas:
- Seasonal tent cleaning
- Monthly mileage check on your trucks
- Quarterly fire-extinguisher inspection
- Yearly business insurance review
- Weekly mower blade sharpening during mowing season
When a reminder is due (or overdue):
- A Reminders card appears on the dashboard listing the next 5 due items
- A badge shows on the Reminders sidebar link with the count of overdue items
- If email notification is enabled, you receive an email at the due time
- If push notification is enabled (mobile), your phone rings/vibrates at the due time
Overdue reminders stay visible until you either mark them complete or reschedule them.
From any reminder (dashboard card, list view, or mobile notification):
- Mark Complete — removes the reminder. If it's recurring, the next occurrence is created automatically.
- Snooze — push the reminder out 15 minutes, 1 hour, 1 day, or 1 week.
- Reschedule — pick a new date/time manually.
- Delete — remove entirely (also removes future occurrences for recurring reminders).
Requires: Pro plan for multi-user assignment
Pick an employee in the Assigned To field and the reminder shows up on their dashboard instead of yours. They'll also get the email/push notification if that option is set.
Use this for:
- Crew-leader checklists
- Pre-event call-ahead tasks
- Equipment drop-off / pickup handoffs
You (as an admin) can still see and manage reminders assigned to other employees from the Reminders page.
Three similar-sounding features — here's when to use each:
| Use |
For |
| Reminder |
Time-based nudge you don't want to forget. "Call Jim next Tuesday." |
| Event Note |
Detail that lives inside a specific event. "Customer wants the tent facing north." |
| Note |
Private personal scratchpad. Not tied to a date or event. |
- Dashboard card shows only the next 5: If you have dozens of reminders, open the Reminders page to see all of them. The dashboard intentionally shows only the nearest few so it doesn't take over your screen.
- Recurring reminders don't back-fill: If you miss a recurring reminder and mark it complete three days late, the next occurrence is calculated from the completion date, not the original due date. For strict calendars (monthly inspections, etc.), reschedule rather than complete-and-move-on.
- Email notifications require your business email to be set: Reminder emails send from your configured business email. If you haven't filled that in under Settings, email notifications silently skip themselves.
- Push notifications require the mobile app: Installing and signing in to the Apex Rental Pro mobile app is what enables phone push notifications — the web app alone cannot push to your phone.
- Deleting a recurring reminder deletes the future ones too: If you only want to skip this one occurrence, mark it Complete (which generates the next) rather than deleting.
- Assigned reminders send notifications to the assignee, not you: If you assign a reminder to an employee, they get the email/push — you won't be notified unless you also set yourself as a watcher in the notes.