Tenant Portal Invite Reminders

To reduce the number of tenants who never activate their portal access, DepositBase runs a weekly automated reminder sweep that re-contacts tenants who have not yet accepted a pending portal invite.

How It Works

1. Every Tuesday at 10:00 UTC, the system scans all tenantPortalInvites with a status of pending.
2. Any invite that was sent more than 7 days ago and remains unaccepted is eligible for a reminder.
3. For each eligible invite:
   • A reminder email is sent to the tenant using the sentToEmail address captured on the original invite.
   • An in-app notification is created for the agent who sent the invite.
4. The original invite token and link are reused — no new invite record is created.

Trigger Schedule

Cron: 0 10 * * 2   (every Tuesday, 10:00 UTC)

Who Gets Notified

Recipient	Channel	Content
Tenant	Email (to sentToEmail)	Gentle reminder with the original portal invite link
Agent	In-app notification	Alert that a reminder has been sent to the tenant

Important Behaviour

• No duplicate invites. The workflow never creates a new invite record. The existing token remains the active link.
• Snapshot email is used. The reminder is sent to the email address stored on the invite at creation time (sentToEmail), which may differ from the tenant's current profile email. This ensures delivery to the correct address as agreed at the time of the invite.
• Pending only. Invites that have already been accepted, or that have been explicitly expired/revoked, are excluded from the sweep.

Affected Data Entities

• tenantPortalInvites — queried and read to identify eligible pending invites.
• tenants — referenced for tenant context when composing the reminder.
• notifications — written to in order to alert the agent.

Agent Guidance

No action is required from agents. The sweep runs silently in the background each Tuesday. If an agent receives a notification that a reminder has been sent, this is informational only — the system has already handled the follow-up. If the tenant still does not accept after the reminder, agents can manually resend or revoke the invite from the Tenant Portal Invites section of the dashboard.