If you’ve ever felt like you’re running a daycare for grownups when it comes to getting documents signed, you’re not alone. Chasing people to finish their part is a pain, and it’s exactly the sort of thing that software should handle for you. This guide is for anyone who wants to stop doing reminder duty and start letting Pandadoc keep deals and agreements moving with automated reminders and notifications. If you use Pandadoc for contracts, proposals, or approvals—and you’re tired of babysitting every step—read on.
Why Bother With Automated Reminders?
Let’s be honest: most people don’t ignore your documents on purpose. They get buried in emails, forget, or just need a nudge. Automated reminders and notifications in Pandadoc are about:
- Speeding up signatures: Less waiting, less awkward follow-up.
- Keeping everyone in the loop: No more “I never got the email” excuses.
- Reducing manual work: Set it once, let tech handle the nagging.
Bottom line: reminders work, and they save you from being “that person” who always pesters.
What Pandadoc Can (and Can’t) Do
Before you dive in, here’s a reality check:
- Automated reminders: Pandadoc can send follow-up emails to recipients who haven’t signed, on a schedule you set.
- Notifications: You (and your team) can get notified when someone views, signs, or completes a document.
- Customization: You can tweak the timing and (to a limited degree) the message, but don’t expect full marketing-level customization.
What Pandadoc won’t do: - It won’t read minds. - It can’t send reminders via SMS out of the box. - You can’t set up “if/then” automations without outside tools (like Zapier).
So, set your expectations accordingly. For most folks, the built-in features are enough. If you need more, you’ll have to get creative.
Step 1: Decide Where You Need Reminders and Notifications
Before you start clicking around, get clear on what you want to automate:
- Do you want to nudge signers who haven’t finished?
- Do you want to know instantly when documents are viewed or signed?
- Does your team need to know, too—or just you?
- Are there critical deadlines you can’t afford to miss?
Make a quick list. This will save you from setting up a bunch of useless notifications that just clutter your inbox.
Step 2: Setting Up Automated Reminders for Recipients
This is the bread and butter: making sure people sign without you chasing them.
How to Enable Reminders in Pandadoc
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Create or open your document
Start with a template or a new document as you normally would. -
Go to the “Recipients” panel
After adding your recipients, look for the “Recipients” or “Signers” panel on the right side. -
Find ‘Reminders’ settings
- Click on the three-dot menu (⋮) near the recipient’s name, or scroll down to see advanced options.
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Look for “Automatic reminders” or “Reminders.” The location can vary based on your workflow, but it’s usually near recipient actions.
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Set your reminder schedule
- Pandadoc typically lets you set:
- When the first reminder goes out (e.g., 2 days after sending if not signed)
- How often to repeat (every X days)
- When to stop reminding (after a set number of attempts or when the doc expires)
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Choose what makes sense. Don’t bombard people daily, or you’ll just get ignored.
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Customize the message (optional)
- You can edit the email subject and body a bit. Keep it short and polite.
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No need to overthink this. “Just checking in on this document—let me know if you have questions” is plenty.
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Save and send your document
That’s it. Reminders will go out automatically if your recipient doesn’t act.
Pro tip: If you’re sending from a template, set up reminders in the template itself, so you don’t have to redo it every time.
Step 3: Setting Up Notifications for Yourself (and Your Team)
Reminders go to your recipients, but you and your team can also stay in the loop through notifications.
Types of Notifications in Pandadoc
- Email notifications: Sent when someone views, signs, or completes a document.
- In-app notifications: Pop up in Pandadoc itself.
- Slack (if integrated): Pandadoc can ping your Slack channel for document events.
How to Configure Your Notifications
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Head to Account Settings
Click your avatar or initials in the top right, then go to “Settings.” -
Find ‘Notifications’
There should be a “Notifications” tab or section. -
Choose what you want to get notified about
Typical options: - When a document is viewed
- When a document is signed
- When a document is completed
- When a document is about to expire
Turn off anything you don’t actually care about. Otherwise, you’ll start ignoring them all.
- Set up team notifications (if needed)
- If you’re working in a team, you can often have notifications go to a shared inbox or Slack channel.
- For more advanced routing, you might need to use integrations (see below).
Heads up: Some notifications are global (for the whole workspace), while others are personal. Check if you’re changing settings just for yourself or everyone.
Step 4: Using Expiration Dates for Extra Motivation
One way to add urgency (without being pushy) is to set an expiration date on your document.
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What happens?
Pandadoc will warn recipients as the deadline approaches, and lock the document after it passes. -
How to set it:
When preparing your document, look for “Expiration Date” or “Set expiration.” Pick a reasonable deadline—don’t make it absurdly short. -
Why bother?
People are much more likely to act when something might go away. Just don’t overdo it, or you’ll look like you’re using fake urgency.
Step 5: Advanced Automations (If You Need More)
The built-in reminders and notifications cover most use cases. But if you want to get fancier (like sending reminders via SMS, creating custom Slack workflows, or updating your CRM when something happens), you’ll need integrations.
Using Zapier with Pandadoc
- What’s possible?
- Trigger text messages, calendar invites, or custom alerts.
- Update records in other apps (like Salesforce, Hubspot, etc.) when a document’s status changes.
- How to set up:
- Sign up for Zapier (or a similar tool).
- Use Pandadoc as the trigger app (e.g., “Document not signed after X days”).
- Choose your action—send an SMS, Slack message, etc.
Warning: This takes extra setup and may not be worth it unless you’re dealing with high volume or have very specific needs.
What Actually Works (And What to Ignore)
What works: - Setting a reminder 2-3 days after sending, then every 3-5 days after that. - Using an expiration date to force action. - Keeping notification settings lean—only get what you need.
What doesn’t: - Spamming people with daily reminders. - Over-customizing messages (nobody cares about fancy language). - Turning on every notification “just in case.” You’ll tune out important stuff.
Ignore features you don’t need. Most teams overset notifications, then complain about “too much noise.”
Quick Troubleshooting
Not seeing reminders go out? - Check that reminders are enabled for each recipient. - Make sure the document is actually “Sent” status. - Double-check your Pandadoc plan—some features are limited on lower tiers.
Getting too many emails? - Pare down your notification settings. - Consider using a filters/folders in your email client.
Recipients say they never got it? - Ask them to check spam/junk. - Verify the email address. - If it keeps happening, talk to Pandadoc support—sometimes mail servers just get grumpy.
Keep It Simple—Iterate As You Go
Automated reminders and notifications in Pandadoc aren’t magic, but they save you time and mental energy. Start with the basics—set up a good reminder schedule, dial in your own notifications, and only get fancy if you really need to. If you notice people ignoring reminders, tweak the timing or message. If your inbox is blowing up, turn down the noise. The goal is to make your workflow smoother, not to add another layer of busywork.
Keep it simple, see what works, and adjust as you go. You’ll thank yourself later.