How to Use PostSheet for Managing and Sending Conditional Reminders

Not every reminder is created equal.

Some people need a nudge. Others need a deadline. A few need a “hey, just checking in…”
But managing who gets what — and when — can feel like a full-time job.

With Google Sheets + PostSheet, you can send automated, personalized reminders based on any condition you define — all from one simple spreadsheet.

Let’s walk through how to build a flexible reminder engine without a complex workflow tool.

🔔 Why Conditional Reminders Work Better

Generic reminders? Easy to ignore.
Smart, relevant reminders? They drive action.

✅ Reduce drop-off
✅ Keep people engaged
✅ Nudge important follow-ups
✅ Respect people’s time and progress
✅ Make your systems feel responsive

And you can manage all of it — with one sheet and PostSheet.

📋 Step 1: Set Up Your Reminder Tracker in Google Sheets

Include the basic info and whatever condition you’re using to trigger reminders:

NameEmailReminder TypeTrigger ConditionReminder DateCustom MessageFollow-Up LinkReminder Stage
Jamie Wongjamie@email.comContract SignatureNot signed2025-05-10“Need help with DocuSign?”link.com/contract-jamieFirst Reminder
Alex Riveraalex@email.comTrial ActivationAccount inactive2025-05-10“Let’s get you set up”link.com/start-alexFinal Reminder

Optional columns: lead source, priority, owner, next reminder date, task status

📝 Step 2: Create a Reminder Template in PostSheet

You can build one base template and vary tone based on the Reminder Stage or Reminder Type.

Here’s a flexible reminder template:

mathematica

Copy

Subject: Quick reminder: {{Reminder Type}}

Hi {{Name}},

Just wanted to follow up on your {{Reminder Type}} — looks like {{Trigger Condition}}.

{{#Custom Message}}  

{{Custom Message}}  

{{/Custom Message}}

👉 Next step: {{Follow-Up Link}}

If you need anything from us, feel free to reply — happy to help.

– [Your Team]

Adjust subject lines and urgency based on the stage (e.g., “Final Reminder” vs. “Just checking in”).

🚀 Step 3: Filter and Send Based on Conditions with PostSheet

  1. Filter your sheet by your trigger logic (e.g., “Contract not signed” or “Stage = Final Reminder”)
  2. Connect your sheet to PostSheet
  3. Map fields like {{Reminder Type}}, {{Custom Message}}, {{Follow-Up Link}}
  4. Preview messages — customize as needed for tone
  5. Send or schedule for key windows (e.g. Fridays, 3 days before deadline)

💡 Use conditional columns (like “Reminder Sent”) to avoid duplicate sends.

🔁 Bonus: Build a Multi-Step Reminder Sequence

You can easily create a 2–3 step workflow:

  • Initial Reminder → Friendly tone
  • Second Reminder → Include help/resources
  • Final Reminder → Slight urgency or deadline
  • “You’re All Set” Message → If condition changes to “Done”

Just update the Reminder Stage column, and use PostSheet’s filters + templates accordingly.

🧠 Smart Reminder Use Cases

  • 🧑‍💻 Pending account setup
  • 🧾 Contract signatures or invoice payments
  • 🧑‍🏫 Course or webinar attendance
  • 🧠 Incomplete onboarding or profile steps
  • 📥 Unread resources or documents
  • 🧑‍🤝‍🧑 HR or internal compliance tasks

Wherever someone needs to take action — PostSheet can give the right nudge.

✅ Why PostSheet Makes Conditional Reminders Easy

ProblemPostSheet Advantage
One-size-fits-all messages✅ Merge fields + conditional logic
Forgetting who got what and when✅ Track everything in your sheet
Rewriting reminders manually✅ Use one dynamic template
Overkill tools for simple tasks✅ No CRM, no workflows — just Sheets
Too slow to adapt or customize✅ Preview and personalize instantly

It’s like setting up a reminder bot — but with more warmth and control.

💬 Final Thoughts: Nudge Smarter, Not Louder

Most people don’t need more emails — they need the right message at the right moment.

With PostSheet, you can send thoughtful, timely reminders based on any rule you want — and finally keep everything moving forward.

Try it free →
Send your next smart reminder with PostSheet

←
→

Leave a comment