Right now it isn't possible to observe a specific questionnaire that's outstanding, to resend the exact link out by automation. What you can do instead is to send a link to the Client Portal, where your client will find any questionnaires they haven't filled out yet.

If you'd like that email to only go out if the client hasn't completed their questionnaire yet then it's possible to achieve this with a custom field and 2 automations. One automation that updates that custom field when the questionnaire is submitted by the client. Then one automation to send out the reminder email (with a link to the client portal) at a certain point before the job date, if that custom field is empty (i.e. they haven't completed the questionnaire and the first automation hasn't run yet to update that custom field).

Let's run through how to set up that custom field and those 2 automations!

The first thing you'll want to do is set up that new custom field here in Settings › Custom Fields, a checkbox is a good field to use for this. In this example we're setting up a reminder for our Wedding Prep Questionnaire so we'll create a custom field checkbox like this:

You'll want to make sure this is a 'For Job Profile' custom field (so it shows on the Job Overview).

Next we'll set up an automation that runs when the Wedding Prep Questionnaire is submitted by the client, which updates this checkbox custom field to true (i.e ticked).

Here in Settings › Automations add a new automation observing Questionnaire › Submitted (first time in client access), which executes immediately:

We'll add in a Condition for the questionnaire name, so this automation only runs when a specific questionnaire is submitted:

For the Value, you'll want to enter the name of your questionnaire template as it shows here in Settings › Questionnaires. The must exactly match value is very particular (and case-sensitive) so be sure to copy it exactly.

If you have more than one questionnaire that you'd like this to run for, you can use the values must contain the text or must contain ANY of these phrases instead.

The Action of the automation will use Update Field and update our custom field checkbox to true (i.e. ticked):

That whole automation would then look something like this:

Here's what it's doing:

When a client submits their questionnaire and that automation runs, you'll see the custom field checkbox ticked her on the Job Overview:

Now we can set up the automation that sends that reminder email, which contains a link to the Client Portal. We'll use the custom field being false (i.e. not ticked) as the condition of this automation, so it only runs for clients who haven't submitted their questionnaire yet.

In Settings › Automations add a new automation observing Job › Primary Session and set the execute dropdown to when you want this to run. Be sure to set this to an execute timing of after the questionnaire would have been sent out. Here we're setting this to run 2 weeks before the primary session, for that reminder email to go out:

We'll now add in a Condition so this automation only runs if the custom field checkbox is false (i.e. not ticked) to ensure this only runs for clients who haven't yet submitted their Wedding Prep Questionnaire:

We'll also add in a Condition for the Job Type, so this only runs for our Wedding jobs and not all jobs. We don't want the reminder going out to clients that haven't even been sent a Wedding Prep Questionnaire!

The Action of the automation will use Send Email and send out an email to the client with a link to their Client Portal:

The {{recipient.portal_linked}} token will turn into a clickable link to the recipient's client portal, where they'll be able to find any questionnaires assigned to them that need to be completed.

That whole automation would then look something like this:

Here's what it's doing:

If you'd like to set up another reminder, you can duplicate this automation and just change the execute timing (perhaps to 1 week before the primary session) so you have multiple reminders set up. These will only run if the custom field is empty so if your client completes their questionnaire they won't receive any further reminder emails.

Please don’t hesitate to reach out to the Táve Support team if you need assistance, by clicking on Support in the top menu. 🙂