Each location in your HQ network has a Compliance & Reminders calendar. Use it to track deadlines that are easy to miss: business license renewals, fire and health inspections, insurance renewals, lease dates, equipment service, birthdays, and holiday marketing prep. It's part of the HQ add-on. HQ owners and admins can add, edit, complete, and archive reminders. Other HQ members see the list read-only.
This is different from the Compliance page under Franchise Ops in the HQ sidebar, which is for brand-standards audits and corrective actions. See Scheduling and running a brand-standards audit for a location for that.
Getting there
- Switch to your HQ view and click Locations under Network in the HQ sidebar.
- Click the location's name to open its profile.
- Click Compliance at the top of the page.
The header shows the location name and how many reminders are open and completed. A red badge shows the number of overdue items.
Adding reminders from templates
The quickest start is the built-in templates. They're grouped into Licenses & Permits, Inspections & Safety, Insurance, Lease & Facility, Equipment & Maintenance, Birthdays, Holiday Marketing, Training & Certifications, and Financial & Tax. Each template shows how often it repeats and how many days' notice it gives. For example, Business License Renewal is annual with 60 days' notice, and Tint Meter Calibration is annual with 30 days' notice.
To add one template:
- Click Add Reminder (or Browse Templates if the calendar is empty).
- Click a template. The form opens already filled in.
- Set the Due date, and add a Reference # and Issuing authority if you have them.
- Click Add Reminder.
To add several at once:
- Click Add Reminder, then Select multiple.
- Click each template you want.
- Click Add [number] Reminders.
Templates added in bulk don't have a due date yet. They sit in Scheduled until you edit each one and set a date.
Adding a custom reminder
Click Add Reminder, then Custom reminder, and fill in:
- Title (required)
- Category — Compliance, Inspection, License, Insurance, Lease, Equipment, Birthday, Staff Birthday, Holiday, Training, Marketing, Financial, or Other
- Recurrence — One-time, Weekly, Monthly, Quarterly, Every 6 months, or Annual
- Due date
- Remind N days before — how early the reminder starts showing as coming up (30 if left blank)
- Reference # (for example, a license or permit number) and Issuing authority
- Notes
Click Add Reminder to save.
How reminders are sorted
- Overdue — past the due date and not completed.
- Coming Up — inside its "remind N days before" window.
- Scheduled — not in its window yet, or no due date set. This section is collapsed. Click it to expand.
- Completed — finished items with the date they were done. Also collapsed.
Each reminder shows its category, how often it repeats, its due date, and a countdown such as "12d left", "Due today", or "3d overdue".
Completing, editing, and archiving
- Complete: click the circle on the left of the reminder. Or expand it, add an optional Completion note, and click Complete. If the reminder repeats and has a due date, SalesThumb automatically creates the next one with the next due date (for example, one year later for Annual).
- Edit: click the pencil icon, change any field, and click Save changes.
- Archive: expand the reminder and click Archive. It no longer appears as an open reminder.
Daily email
Once a day, SalesThumb emails the location's email address with any reminders that are overdue or coming up. Nothing is sent on days with nothing to report, or if the location has no email on file. You can check or change the email from Edit on the location's profile. See Using a location's HQ profile page and documents.
Frequently asked questions
Q: Who gets the compliance reminder emails?
A: The location's own email address, once a day, listing the reminders that are overdue or coming up. No email goes out if there's nothing to report or the location has no email on file.
Q: What happens when I complete a repeating reminder?
A: SalesThumb marks it done and automatically creates the next one, with the due date moved forward by its recurrence (for example, one year for Annual or three months for Quarterly). This needs the reminder to have a due date.
Q: Why are my bulk-added templates sitting in Scheduled?
A: Templates added with Select multiple don't have a due date yet. Edit each one with the pencil icon and set a due date so it moves into Coming Up when its reminder window starts.
Q: Can franchisees or other HQ members add reminders?
A: Only HQ owners and admins can add, edit, complete, or archive reminders. Other HQ members can view the list but not change it.