> ## Documentation Index
> Fetch the complete documentation index at: https://reseller-docs.gfxtoolz.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Expiry reminders

> Automatic emails 7, 3 and 1 days before a seat expires — in your branding, from your mail server.

<Frame caption="Email → Reminders — the master switch and the three reminder stages.">
  ![The Reminders tab showing the master switch and editable 7-day, 3-day and 1-day stages](https://app.gfxtoolz.ai/docs-assets/reseller/v110-email-reminders.png)
</Frame>

Without reminders, a seat simply stops working on its expiry date. The customer often does not notice until something breaks, and by then they have moved on. That is silent lost revenue.

**Email → Reminders** emails each customer **7, 3 and 1 days** before their seat expires — in your branding, through your own mail server when you have one.

<Warning>
  This is **off by default**. Nothing is sent until you turn the master switch on. We made it opt-in so no reseller's customers received unexpected mail on release day — but it means the feature earns you nothing until you enable it.
</Warning>

## The controls

| Control              | Behaviour                                                                |
| -------------------- | ------------------------------------------------------------------------ |
| **Master switch**    | Off by default. Turning it on enables all three stages at once.          |
| **Per-stage switch** | Each of the 7-day, 3-day and 1-day cards can be turned off individually. |
| **Subject**          | Up to 120 characters. Leave blank to use the standard wording.           |
| **Message**          | Up to 2,000 characters. Leave blank to use the standard wording.         |

## Personalisation tokens

Use these in either the subject or the message, and they are replaced when the email is sent.

| Token     | Becomes                             |
| --------- | ----------------------------------- |
| `{days}`  | Days remaining — 7, 3 or 1          |
| `{plan}`  | The plan's name                     |
| `{date}`  | The expiry date, e.g. *4 Sept 2026* |
| `{brand}` | Your brand name                     |

The default 7-day subject, for example, is `Your {brand} plan expires in {days} days`.

## How the sending works

<CardGroup cols={2}>
  <Card title="Once per day" icon="clock">
    The job runs daily at **09:30 IST** and picks up every seat that is exactly 7, 3 or 1 days from expiry.
  </Card>

  <Card title="Never twice" icon="shield-check">
    Each seat gets each stage **at most once** per billing period, even if the job runs again.
  </Card>

  <Card title="Extending resets it" icon="arrows-rotate">
    Extending a seat moves its expiry date, and the new date gets its own fresh 7 / 3 / 1 reminders.
  </Card>

  <Card title="Your brand, your server" icon="envelope">
    Sent through your mail server when enabled, otherwise delivered by us with your branding — exactly like invites.
  </Card>
</CardGroup>

Every reminder carries a **Renew now** button pointing at your own pricing page — your custom domain if you have verified one, otherwise your panel address.

## Safety of custom wording

Your wording is treated as **plain text**. If you paste HTML or a script into the message, your customer sees it as literal text; it is never executed in their inbox. Line breaks are preserved.

<Note>
  The wording is set per reseller, not per customer. All your customers at a given stage receive the same message with their own plan name and dates filled in.
</Note>

## Checking they went out

Every reminder appears in the [Delivery log](/customize/email-log) like any other email, with the same delivery status.

<Tip>
  Turn this on before you do anything else in this release. It is the only feature here that makes money the day you enable it — the seats it recovers are ones you are currently losing without ever knowing.
</Tip>