Stop losing track of outstanding documents
Set tasks to remind yourself to chase outstanding documents, forms, and signatures. Linked directly to events, invoices, load lists, and delivery notes in GoodEvent Business. Nothing falls through the net during busy season.
Before & After Using Document Reminders in GoodEvent Docs
Before
- ❌ Forgetting to chase a client for their signed contract until the week before the event
- ❌ Sticky notes and calendar alerts that have no link to the actual job or document
- ❌ Chasing overdue invoices from memory with no record of who has and has not been contacted
- ❌ Risk assessments and H&S forms not returned because no one flagged them as outstanding
- ❌ Office staff switching between multiple systems trying to remember what needs following up
After
- ✅ Tasks set against the specific event, invoice, or document that needs chasing
- ✅ Office staff see all outstanding tasks in one place - linked to the right job
- ✅ Overdue invoice follow-ups tracked per client with full visibility of what action was taken
- ✅ H&S and site briefing documents flagged for chase well before the event date
- ✅ One system - tasks sit alongside quotes, load lists, and delivery notes in GoodEvent Business
What are Document Reminders in GoodEvent?
Document reminders in GoodEvent are manual tasks that office staff create to prompt themselves to follow up on outstanding documents, forms, signatures, and client actions. They sit inside GoodEvent Business and link directly to events, quotes, invoices, load lists, and delivery notes - so the reminder is always in context, next to the job it relates to. Event businesses use them to make sure nothing outstanding gets forgotten during busy season.
This feature works across GoodEvent Docs and GoodEvent Business together. You need both tools active to get the most from it.
Why Memory and Sticky Notes Fail During Event Season
Event hire businesses run on repetition and volume. In peak season - typically April through September for UK marquee hire and tent rental companies - office staff can be managing dozens of live jobs simultaneously. Every one of those jobs has documents that need to be returned, signed, or actioned before the event date.
The volume problem. When you are processing twenty quotes a week and managing fifteen live events, it is impossible to hold the outstanding document status of each one in your head. Something will get missed. Usually it is the polite client who does not chase back - they just quietly do not return the form.
The context problem. A sticky note on a monitor or a calendar alert in your phone tells you to chase someone. It does not tell you which event it relates to, which document is missing, or where to find the job when you call. You end up hunting through emails before you can even have the conversation.
The handover problem. If the person who knows what is outstanding is off sick, on holiday, or leaves the business, that knowledge goes with them. Tasks that live in one person's head are a liability.
The timing problem. For licensed events, health and safety documentation needs to be in place before the event - not the day before. For financial compliance, signed terms of business need to be on file before work begins. Informal reminders do not create the audit trail that protects your business.
How Document Reminders Work in GoodEvent
Here is the workflow for setting and managing document reminders across GoodEvent Docs and GoodEvent Business.
Step 1: Identify what is outstanding. When you send a form through GoodEvent Docs - a client intake form, a risk assessment, a site briefing document - you can see in the system whether it has been completed or not. If it has not come back, that is your trigger to set a task.
Step 2: Create a task in GoodEvent Business. Open the relevant event, quote, invoice, or document record in GoodEvent Business. Create a task linked to that record. Add a note describing what needs chasing - for example, "Call client to confirm signed contract has been received" or "Email risk assessment form - still outstanding 14 days before event."
Step 3: Set a due date. Assign the task a date by which the follow-up needs to happen. This creates a calendar alert so the task surfaces at the right time - not when it is too late to act.
Step 4: Assign to a team member. If you have multiple office staff, assign the task to the right person. They see it in their task list alongside everything else that is due that day.
Step 5: Action the follow-up yourself. The task is a prompt - it reminds you to make the call or send the email. You send the chaser directly from your usual email or phone. GoodEvent does not send on your behalf, which means the communication comes from you and stays personal and professional.
Step 6: Mark complete and record the action. Once you have followed up, mark the task done. Add a note to the record if useful - "Spoke to client 14 Feb, contract to follow by end of week." The job record stays clean and anyone picking it up next can see exactly where things stand.
Most office teams find they can set and manage reminders for a full week of events in under 20 minutes.
Joel, TL Marquee Hire:
"The biggest benefit of Good Event for me has been the ability to delegate tasks and focus on other aspects of the business. The team can access everything they need online from their phone or iPad. Now I no longer worry about the general stresses of running a rental company, such as ensuring jobs are loaded, quoted, and paid."
What You Can Link Reminders To
Because reminders sit inside GoodEvent Business, they connect to every record in the system. Here is what office staff link tasks to most often.
Events and quotes: Chase a client who has not responded to a quote. Flag that a deposit invoice has not been paid. Remind yourself to confirm final numbers three weeks before the event.
Invoices: Set a follow-up task when an invoice goes overdue. Record that a payment reminder has been sent. Assign a second chase to a colleague if the first has had no response. Track the full payment chase process without leaving the invoice record.
Documents from GoodEvent Docs: Link a task directly to a form that has not been returned - a client intake form, a terms and conditions signature, a risk assessment, or a site briefing document. When the document comes back, mark the task done.
Load lists: Flag a task to confirm crew have checked the load list before departure. Remind the yard manager to sign off the picking list before the lorry leaves.
Delivery notes: Set a reminder to follow up if a signed delivery note has not been returned after a job. Protect yourself with a documented chase trail if a dispute arises later.
How Marquee and Equipment Hire Companies Use Reminders
Marquee hire and equipment rental businesses deal with a consistent pattern of outstanding documents across every booking - terms to be signed, site notes to be confirmed, deposit invoices to be paid, and final balances to be chased before the event date.
The most common workflow looks like this. A quote is accepted. The office team sends the booking confirmation and the terms of business via GoodEvent Docs. A task is created in GoodEvent Business linked to that event: "Chase signed terms - due back within 7 days." A second task is set for the deposit: "Confirm deposit received - due 28 days before event." A third is linked to the site briefing form: "Client site briefing outstanding - chase 3 weeks before."
Each task surfaces at the right time. Each one is linked to the job so whoever picks it up has full context. Each action is logged so there is a clear record if anything is ever disputed.
Becki, South Coast Marquees:
"Good Event has revolutionised the way we work here at South Coast Marquees. As an employer, we have been able to be more organised and professional giving staff the accurate information they need to deliver a job which again has saved time and reduced the amount of forgotten kit and errors."
For furniture rental and party hire companies with high booking volumes, the same pattern applies. The reminder system keeps every outstanding document visible without requiring anyone to manually check each booking every day.
How Wedding and Corporate Event Planners Use Reminders
Wedding planners and corporate event managers often manage documentation on behalf of multiple suppliers and clients simultaneously. The complexity is higher - more parties, more documents, tighter timelines.
A wedding planner managing a June event might need to track: client dietary requirements form, venue access agreement, supplier insurance certificates, final floor plan sign-off, and day-of-event timeline approval. Each of these becomes a task linked to the event record in GoodEvent Business. Each has a due date. Each is assigned to whoever is responsible for that supplier relationship.
The result is a single dashboard view of everything outstanding on every live event. No chasing people internally to find out what has been done. No missed documents because they fell into someone's personal email folder.
For corporate events where procurement teams and legal departments are involved, the task and document trail in GoodEvent provides the audit record needed to demonstrate due diligence. Forms returned via GoodEvent Docs are stored with timestamps. Tasks record when follow-up happened and what was said.
Common Document Follow-Up Mistakes Event Businesses Make
Chasing too late. Setting a reminder for the week before the event is too late for most documents. Health and safety forms, signed contracts, and insurance certificates need to be in place weeks earlier. Build your reminder schedule around the document deadline, not the event date.
No context on the reminder. A calendar alert that says "chase client" is almost useless. You have to go and find the job, find the document, and work out what is actually missing before you can make the call. Tasks in GoodEvent are linked to the record so you open the task and the context is right there.
Only one person knows what is outstanding. If the follow-up lives in one person's head or their personal calendar, it is at risk. Tasks in GoodEvent Business are visible to the whole team. If someone is absent, the work does not stop.
Not logging the action taken. Calling a client and noting it nowhere means you cannot prove you chased if a dispute arises later. Add a brief note to each task when you action it. It takes 30 seconds and protects you.
Waiting for documents to become overdue before acting. The best reminder schedule is proactive - set a task when you send the form, not when it has already been overdue for two weeks. Front-loading the chase process means documents come back on time instead of at the last minute.
Treating all documents equally. Not all outstanding documents carry the same risk. A signed contract is more urgent than a post-event feedback form. Prioritise tasks by consequence - legal and safety documents first, preference forms later.
Relying on clients to chase themselves. Clients are busy planning their event. They are not tracking which documents they owe you. The responsibility for getting paperwork back sits with the event business. Reminders are how you fulfil that responsibility without it falling on memory alone.
Choosing a Document Management Tool for Events
Event-Specific vs Generic Tools
Generic task management tools like Trello, Asana, or even to-do list apps can hold tasks. What they cannot do is link a task directly to an event quote, an invoice, a load list, or a document that was sent through a form builder. The task and the record it relates to live in completely separate places. You end up copying information between systems, which costs time and creates the risk of error.
Generic form builders like Jotform or Typeform let you create forms and see responses. They were not built for event businesses and they do not connect to your CRM, your invoicing, or your job records. A form response arrives as a notification and then lives in a separate inbox, disconnected from the event it belongs to.
GoodEvent is built from the event record outward. The CRM in GoodEvent Business holds every customer, every quote, every invoice, and every document. Tasks and reminders live in the same place. When you open a job, you see everything - including what is still outstanding and what follow-up has been done. That is not something you can replicate by connecting separate apps together.
What to look for in an event document management tool:
- Tasks and reminders linked directly to job records, not floating in a separate app
- Document status visible without opening each form individually
- Team visibility - not locked to one person's account or calendar
- Works alongside the tools you already use for quotes and invoicing
- Simple enough for office staff to use without training
Red flags:
- Task system lives in a separate app with no connection to your booking records
- Chasing documents requires switching between multiple tools
- No way to assign tasks to team members or see what colleagues have actioned
- Built for a different industry with no understanding of event-specific document workflows
How Reminders Work with GoodEvent Docs and Business Together
Reminders work best when GoodEvent Docs and GoodEvent Business are used together. Here is how the two tools interact.
GoodEvent Docs handles the creation and sending of forms - client intake forms, e-signature collection, form templates, and the client portal where clients access their outstanding documents. GoodEvent Docs shows you which forms have been completed and which are still open.
GoodEvent Business holds the CRM, the event records, the quotes, the invoices, the load lists, and the delivery notes. Tasks and reminders in GoodEvent Business link to these records.
The combined workflow: send a form via GoodEvent Docs, see it is outstanding, create a task in GoodEvent Business linked to that event, set a due date, and follow up personally when the task surfaces. The document response is stored in GoodEvent Docs secure storage. The chase history is in the Business task record. Both are accessible to your whole team.
Access and Compatibility
Access from any device:
GoodEvent Business and GoodEvent Docs work on desktop, laptop, tablet, and mobile. Office staff can check outstanding tasks and action follow-ups from wherever they are working. No installations required.
Team visibility:
Tasks are visible to everyone with access to the relevant GoodEvent Business account. Assign tasks to specific team members. See what is outstanding across all live events at once. Nothing is locked to one person's device or calendar.
Works with other GoodEvent tools:
Reminders and tasks sit alongside quotes, load lists, delivery notes, and the CRM in GoodEvent Business. Use GoodEvent Time alongside it to schedule the crew once the documents are confirmed. Use GoodEvent Layout to attach floor plans to jobs that also have outstanding document tasks.
Getting Started with Reminders
Create a GoodEvent Docs account and a GoodEvent Business account - both are free to get started.
Set up your first form in GoodEvent Docs - a client intake form or a terms signature works well. Send it to a live client. When you can see it is outstanding, go to the related event in GoodEvent Business and create a task: what needs chasing, who should do it, by when.
Most office teams have their first reminder workflow running within a single morning.
Ryan, UK Marquee Hire:
"Logistically it has saved us so much time and money. Super easy to use, full support from the team, very good value for money and endless features to help with the running of our company."
Related Resources
Other GoodEvent Docs Features
- Custom form builder
- Form templates
- E-signature collection
- Client portal access
- Secure document storage