A spreadsheet can do more than store dates.
With Google Apps Script, it can monitor those dates and send reminders
automatically.
This is useful for appointments, renewals, deadlines, follow-ups,
document expiry dates and many other recurring tasks.
A simple reminder structure
A reminder sheet might contain:
Name Email Due Date Status
-------------- ------------------ ------------ ---------
Example User user@example.com 2026-09-01 Pending
A scheduled script can check the sheet each day.
If the due date is approaching and the item is still pending, it can
send an email.
Example workflow
*Every morning → Check due dates → Find pending items → Send reminders
→ Record reminder date*
This removes the need for someone to manually review the spreadsheet.
Prevent duplicate reminders
A basic automation should not send the same reminder repeatedly.
Add fields such as:
- Reminder Sent.
- Last Reminder Date.
- Reminder Count.
- Status.
The script can use these values to decide whether another reminder is
required.
Different reminder schedules
You can create rules such as:
- Reminder 7 days before.
- Reminder 1 day before.
- Reminder on the due date.
- Escalation 3 days after the deadline.
For example:
Pending → Reminder → Due → Escalation
The workflow can be adjusted to suit the organisation.
Use templates
Instead of hard-coding an entire email, keep the message structure
consistent.
The script can insert values such as:
- Name.
- Due date.
- Reference number.
- Responsible person.
- Link to the relevant record.
This produces personalised messages without manually writing each one.
Think about exceptions
What happens if:
- The email address is missing?
- The record is already completed?
- The date is invalid?
- The reminder has already been sent?
- The recipient has left the organisation?
Good automation handles these cases rather than assuming every row is
perfect.
The bottom line
Automated reminders are one of the easiest ways to demonstrate the value
of workflow automation.
A small amount of scripting can eliminate a repetitive daily task and
reduce the risk of forgotten deadlines.
Trygg Montis can design reminder systems around Google Sheets and Google
Workspace or help you decide when a more advanced application is
appropriate.