What this template solves

  • Helps ensure invited users don’t slip through the cracks when they don’t accept the first time.
  • Automates follow-up so teams don’t need to manually monitor outstanding invites at scale.
  • Improves activation rate and conversion of invited users into active users.

When to use this template

Use this template when:

  • You want to ensure compliance with approval workflows (e.g. admin invites) and remind users automatically if they don’t accept in a given timeframe.
  • You onboard new users via invitation and want to maximize acceptance rates.
  • You expect a high volume of invites and need to avoid invite link expiration or lost invites.
  • You run a user referral flow and want to maximize conversion from invite to signup.
  • You want to gently nudge users after a delay rather than sending a barrage of emails, striking a balance between reminder and user annoyance.

How it works (step-by-step)

  1. Trigger. An “Invite user” event is created (e.g. admin or existing user triggers an invite).
  2. Send email invite. The workflow sends the initial invite email with signup link to the invited email.
  3. Delay. The workflow pauses for a predefined delay (e.g. X hours or days).
  4. Send email reminder: If workflow has not been cancelled, the workflow sends a reminder email to the invitee.

Best practices

  • Delay length matters. Choose a delay length that balances urgency with user experience. Too soon can annoy, while too late can risk drop-off. In this case, 24-48 hours works well.
  • Personalization improves acceptances. Include the inviter's name and any relevant context in your emails, such as, “Your teammate Sarah invited you to collaborate.” This increases average open and click-through rates.
  • Clear copy and CTAs improve acceptances. Keep messaging concise and straightforward. Remind users that the link may expire or that the invite is only valid for a certain number of days.

Common mistakes to avoid

  • Sending the reminder when the user has already accepted the invite. This can confuse and/or frustrate users. Use a cancellation key with the invite id so your system can cancel the workflow run if a user accepts before the reminder email.
  • Sending too many follow-ups. Consider sending only one reminder. Repeated nags can trigger spam flags or cause users to unsubscribe.
  • Not properly handling expired invite links or tokens. Ensure you are sharing working links in your invite and reminder. You should also make users aware of when invite links expire and include instructions to re-issue if needed.

FAQ

When should I send an invite reminder?

Depends on your audience and use case. For B2B or professional apps, 24-48h tends to work well. For more B2C or casual apps, anywhere from 3–7 days may be a better fit based on lower urgency. Test and measure what kind of delay yields better conversion.

Should I send multiple reminders if a user still hasn’t accepted?

This isn’t recommended out of the box. One follow-up is usually enough for someone who actually plans on accepting the invite. If you send more, you risk looking spammy (triggering deliverability issues) or annoying users.

What if the invite link expires before the user accepts?

Include an expiration warning in both the invite and reminder. Also consider re-issuing invites or letting admin/users request a new invite instead of blindly resending old links.

Can I send a reminder via different channels (e.g. SMS, Slack) instead of email?

Yes, if that’s supported by your messaging infrastructure provider. That being said, make sure cross-channel messages always provide proper context and respect the user’s channel-specific preferences.