📧 Understanding Reminders

What Are Reminders?

Reminders are automated notifications sent to subjects who have been invited to complete screening but haven't yet submitted their required information to Scaut.

How Reminders Work

Delivery Method

• Currently sent via email only
• WhatsApp, SMS and other channels coming soon

Automation

• Reminders are fully automated
• Cannot be turned off
• Cannot be manually triggered by clients

Reminder Schedule

Scaut sends 3 reminders in total at strategic intervals:

First Reminder - 3 Days After Order

Sent 72 hours after the initial order, at the next 11:00 CET

Examples:

• Order placed Monday at 8:00 → Reminder sent Thursday at 11:00 CET
• Order placed Monday at 12:00 → Reminder sent Thursday at 11:00 CET

Second Reminder - 11 Days After Order

Sent at 11:00 CET on the 11th day following the order

Third Reminder - 19 Days After Order

Final reminder sent at 11:00 CET on the 19th day following the order

For Organizations

Email Notifications

• The organization (person who ordered the check) does NOT receive copies of reminders sent to subjects
• Reminders are sent directly to subjects only

Tracking Reminders

You can see when reminders have been sent:

1. Go to the Order detail screen
2. Click on the Subject's name
3. View reminder history and timestamps

Best Practices

Before Ordering

• Inform candidates they'll receive screening invitations
• Verify subject email addresses are correct
• Let subjects know to check spam/junk folders

After Ordering

• Monitor the Dashboard for "Waiting for Subject" status
• If approaching second reminder (11 days), consider reaching out directly
• Use the Order detail screen to confirm reminders were sent

Common Questions

Can I customize reminder timing?

No, the reminder schedule is fixed to optimize response rates based on Scaut's data.

What if a subject says they didn't receive reminders?

Ask them to:

• Check spam/junk mail folders
• Verify the email address provided was correct
• Contact verifications@scaut.com for assistance

Can I send additional reminders?

While you cannot trigger system reminders, you can always contact subjects directly if needed.

What happens after the third reminder?

If no response after the final reminder, the check will eventually expire. The Subject won't be able to provide information any longer (their access code will be revoked) and you'll need to place a new order if screening is still required.

💡 Pro Tip: The reminder system is designed to balance persistence with respect for the subject's inbox. The strategic timing (3, 11, and 19 days) has been optimized to maximize completion rates while minimizing reminder fatigue.