Staying on top of project tasks is tough, especially if you’re tired of chasing people for updates. If you’re using GuideCX, you’ve probably seen their reminders and notifications features, but maybe you’re not sure how to set things up so people actually pay attention—and don’t just ignore the flood of emails.
This guide is for project managers, onboarding leads, or anyone who wants to use automation in GuideCX to keep projects moving, without driving everyone nuts. I’ll walk you through what works, where things get dicey, and how to keep your reminders useful (not spammy).
Why bother with automated reminders in GuideCX?
Manual follow-ups are a time sink. Automated reminders mean less nagging, fewer dropped balls, and more time for, well, actual work. But automation can backfire if it’s not set up thoughtfully—nothing gets ignored faster than noisy, irrelevant notifications.
Here’s what you can actually expect from GuideCX reminders: - You can automate emails, in-app, and even SMS nudges. - Reminders can go to internal and external users (clients, vendors, etc.). - You have some control over timing and frequency, but not infinite flexibility. - There are limits to customization—you can’t craft the world’s most personal, beautiful email, but you can get 90% of the way there.
Let’s get into the nuts and bolts.
Step 1: Get familiar with GuideCX notification settings
Before you start automating, it’s worth poking around the notification settings so you don’t get blindsided. GuideCX has both global (account-level) and project-specific notification settings.
Where to find them: - Click your profile icon (usually top right) - Go to Settings - Look for Notifications or Reminders (the exact wording can change, because SaaS loves to move menus around)
Types of notifications: - Task reminders (what we care about here) - Project updates - Comments/mentions - Milestone completions
Pro tip: You can’t globally force notification settings on all users. Everyone can tweak their own, so don’t assume your setup is universal. More on this later.
Step 2: Set up automated task reminders
This is the heart of it. You want GuideCX to nudge people when: - A task is coming due - A task is overdue - Someone hasn’t started or updated a task in a while
Here’s how to set up reminders for tasks:
- Go to your project or template:
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If you always want reminders, set this up in your project template, so you don’t have to do it each time.
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Edit a task (or multiple tasks):
- Click the task name, then the pencil/edit icon.
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Find the section labeled Notifications or Reminders.
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Configure reminder emails:
- You’ll usually see options like:
- “Send reminder X days before due date”
- “Send reminder on due date”
- “Send reminder every X days until complete” (be careful with this)
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Pick the ones you need. Most teams use a combination of the above.
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Choose recipients:
- By default, reminders go to the task assignee(s).
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You can add other internal/external contacts if you want, but avoid overloading people who don’t need it.
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Set the delivery method:
- Email is the default. Some GuideCX plans allow SMS—use this sparingly (nobody likes random texts about work).
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In-app notifications are fine, but only for users who log in regularly.
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Save your changes.
- Repeat for other tasks or use bulk editing if you have a lot of tasks to set.
What works:
- Reminders 1-2 days before due, plus a single overdue nudge, usually do the trick.
- Automated reminders for every day overdue = instant email filter. Use only if you’re managing contractors who need constant poking.
What doesn’t:
- Reminding everyone for tasks they don’t own.
- Sending reminders for minor or “nice to have” tasks. Keep it for stuff that matters.
Step 3: Customize reminder content (sort of)
This is where you might get a bit frustrated—GuideCX lets you tweak some wording, but you can’t rewrite the entire email. Usually, you’re stuck with a template plus a custom note.
To customize: - In the task’s notification settings, look for a Custom Message or Comments field. - Add a quick, human note (“Hey, please upload the contract here if you haven’t already—thanks!”). - Avoid writing a novel. People skim these.
Limitations: - You can’t change the subject line or branding. - The email will still say it’s from GuideCX, not you. - No attachments, no fancy formatting.
Bottom line:
Use the custom message to clarify why a task matters or what “done” looks like. Don’t bother trying to make it pretty.
Step 4: Set up project-wide notifications (for bigger stuff)
Sometimes you want to notify people about milestones, phase changes, or overall project status—not just individual tasks. GuideCX handles these as “project notifications.”
To set up: 1. Go to your project’s Settings or Notifications tab. 2. Review available triggers—these might include: - Project started - Phase/milestone completed - All tasks assigned - Project overdue 3. Choose who gets notified (internal, external, both). 4. Set the frequency (once, every X days, etc.).
When to use:
- For onboarding new clients (so they know what’s next)
- To alert your team when a phase wraps up
- To gently remind stakeholders when a project’s gone off the rails
What to ignore:
Don’t set up notifications for every project update. Stakeholders will tune it out fast.
Step 5: Test before you unleash reminders on real people
It’s a classic: You set up reminders, and suddenly your own inbox is full of angry replies (“Why am I getting these?” “This isn’t my task!”).
Avoid chaos by: - Assigning test tasks to yourself or a dummy account - Triggering reminders to see what they look like and when they send - Double-checking recipient lists—GuideCX sometimes includes “all participants” if you’re not careful
Pro tip:
Ask someone on your team (who’s not as deep in GuideCX as you are) to walk through the process and spot anything confusing.
Step 6: Communicate with your team and clients
Even the best automation gets ignored if people don’t know what’s coming.
- Give everyone a heads-up: “You’ll get reminders for tasks you own. Let me know if you want to change how often.”
- Remind folks they can adjust their own notification settings (link to the GuideCX help docs if needed).
- Ask for feedback after a week or two—are the reminders helpful, or just noise?
Step 7: Monitor, tweak, and don’t overdo it
Automation is not “set and forget.” Check in after a few projects:
- Are tasks actually getting done faster?
- Is anyone complaining about too many reminders?
- Did someone miss a critical task because they filtered all GuideCX emails to spam?
If something’s not working: - Reduce frequency or recipients - Simplify reminder messages - Turn off notifications for low-priority tasks
Remember:
More notifications ≠ better results. It’s about the right nudge at the right time.
A few honest takes on GuideCX notifications
- The system is good at nudging people, but it’s not magic. If someone’s ignoring all email, no tool will fix that.
- You can’t customize every detail. If branding or tone is critical, you may need to follow up manually for VIP clients.
- Internal teams get notification fatigue fast. Keep your own folks on a “less is more” diet.
- GuideCX’s reporting can help you see who’s opening notifications—use it to spot problem areas.
Wrap-up: Keep it simple, iterate as you go
Automated reminders in GuideCX save time and reduce headaches, but only if you set them up with some care. Start small: pick a handful of key tasks, add a couple of reminders, and see how it goes. Adjust based on real feedback, not what you think people want.
Nobody likes being spammed. Use automation to help—not to hassle. If you’re not sure, err on the side of fewer, better reminders. You can always add more later.
Now go automate some reminders—and enjoy not having to chase everyone down yourself.