A vendor with a task due on Friday shouldn't need a project manager chasing them on Thursday. wxrks can email the assignee automatically as a task's due date approaches, and again whenever that task's instructions or status change while it's still theirs. A project manager can also send a reminder by hand at any moment, straight from the task.

This article covers all three notifications: switching them on, deciding how early the automatic reminder fires, rewording the emails, and sending one manually.

Permission names above are the ones shown to Account Admins in People > Users > [User] > Permissions. For what each of the four wxrks roles can do in general, see All About wxrks Roles.

ℹ️ Note: An Organizational Unit is the client-level container a project belongs to; every project in wxrks sits under exactly one. It matters here because every one of these emails is resolved per Organizational Unit, not per project.

ℹ️ Note: Task reminders are released account by account. If Enable Task Reminder Notifications and the Send Reminder action don't appear anywhere in your account, the feature hasn't been switched on for it yet — contact wxrks support.

All three go to the task's current assignee — never to the project manager, the client, or a previous assignee.

⚠️ Warning: The two update emails are not governed by Enable Task Reminder Notifications. Turning that switch off stops reminders and nothing else — instructions and status emails keep going out as long as vendor emails are allowed for the Organizational Unit. If you need a unit to go quiet entirely, turn off Send Notification Emails To Vendors (Step 3).

The account-level switch is the baseline every Organizational Unit inherits.

⚠️ Warning: Saving the account switch writes the same value into every Organizational Unit in the account, overwriting whatever each unit had before. If you had already tuned individual units, that work is lost. Set the account switch first, then adjust individual units (Step 2).

Use this when one client wants reminders and the rest of the account doesn't, or the other way round.

ℹ️ Note: The unit's own value wins. wxrks reads the Organizational Unit's switch first and only falls back to the account's switch if the unit has no value stored — the two are not combined, so a unit switched on still sends reminders even if the account switch was later turned off. Because Step 1 stamps a value onto every unit, that fallback normally applies only to units created before the account switch was ever touched.

This is the master switch for everything wxrks emails a vendor about their tasks. If it's off, none of the three emails leave the building, however the reminder switches are set.

The Reminder Threshold (%) is a percentage of the task's own lifespan — the window between the moment it was assigned and the moment it's due — not a fixed number of hours before the deadline. The default is 75%.

ℹ️ Note: wxrks resolves the value in this order: the Organizational Unit's setting, then the account's, then the system default of 75%. Leave a level blank — or use Clear settings — to inherit from the one above it. The Default System Settings and Account Settings buttons at the top of the tab show you which defaults are currently in force.

Because the threshold is a proportion, the same number gives a generous warning on a long task and almost none on a short one.

💡 Tip: If your Organizational Unit runs mostly short, same-day work, 75% leaves the vendor almost no room to react. Lower the threshold for that unit — 50% on the rush job above moves the reminder to 13:00, four hours out. Conversely, on long projects a high threshold prevents a reminder landing so early it gets forgotten.

wxrks sends usable default emails, so this step is optional — do it when you want your own wording, subject line, or branding.

ℹ️ Note: The grey text in the three editors is wxrks's own default wording, shown as a hint rather than as content. A field you leave empty keeps that default, so you can override just the subject line and leave the body alone.

Placeholders are written in plain uppercase, with no braces or percent signs, and wxrks swaps each one for the real value as it sends:

💡 Tip: Keep TASK_ON_EDITOR_LINK in the body. It opens the Editor on that one task, which is the difference between a vendor acting on the reminder immediately and hunting through their dashboard for the right file.

A manual reminder skips the wait and emails the assignee at once. The task must be Assigned and have an assignee, and you need the Task Update permission.

On a task's own page, click Send Reminder in the title bar.

From a project's Tasks tab you have two more routes:

wxrks confirms with Reminder sent successfully. On a bulk send, tasks that aren't eligible — wrong status, no assignee, reminders off for their unit — are skipped, and the rest still go out.

⚠️ Warning: A manual reminder uses up the task's automatic one. Each task gets one reminder in total, whoever or whatever triggers it, so a task you remind by hand on Tuesday will not produce an automatic reminder on Thursday. See the next section for the one thing that resets it.