How do I send a reminder before a task expires?

Before reminders fire, time nodes shift execution into the future. When you add a Time node set to "Task Expired" with a -3 day offset, the automation won't fire for three days. Expect delays of that length before the email is queued.

Set up the automation trigger

Start with a task trigger so the automation fires on task activity.

1. Go to Configuration → Automations and select Task as the trigger entity.

2. Select the dependency property expired_at.

   This tells the automation to listen for changes to the task's expiration date—when someone sets or updates the date, the automation begins tracking the timeline.

Add the delay (Time node)

Next, add a Time node to delay execution until three days before expiration.

3. Add a Time node after the trigger. In the node settings:

   • Reference time — select Task Expired.

   • After / Before — enter -3. The negative number means "before the date" instead of after it.

   • Time Unit — select Day.

   You should see the summary update to: "Continue 3 days before the task expires."

4. Enable When data changes during wait set to Use the latest data from Onboarded.

   This is critical. When the timer fires three days from now, the employee might have already completed the task. This setting recalculates the task's status at that moment, so the next Condition node sees the real state—not the state from three days ago. Without it, you'll email people who already finished.

Add the condition (Condition node)

Now filter to only employees who haven't completed the task yet.

5. Add a Condition node after the Time node. Set up one rule:

   • Field: status

   • Operator: Not equal

   • Value: completed

   This means: only proceed if the task is not completed. The truthy outlet (the green path) continues to the email action. The falsy outlet (red path) stops.

Add the email action

Send the reminder email to the employee.

6. Connect the truthy outlet of the Condition node to a Send Email action.

7. Configure the email:

   • Recipient: employee

   • Template: choose one of Onboarded's standard templates in Email template, then write the reminder in Email subject and Email body. Include the task name and expiration date in the subject or body so the employee knows which task to complete.

8. Click `Publish` once your nodes are configured. Your automation is now live.

Verify

The automation is live. Employees will receive a reminder email three days before a task expires—but only if they haven't completed it by then.

If reminders aren't firing when expected, confirm the Time node recalculate setting is Use the latest data from Onboarded. If the setting is off, reminders may go out to employees who already finished.

Related

• 📄 Understanding automations

• 📄 How do I build an automation?

• 📄 Automation triggers and actions reference

• 📄 How do I notify someone before an employee's work authorization expires?