How to automate email reminders in Bubble

The simplest reliable way to automate email reminders in Bubble is to use a backend workflow that is scheduled to run at a specific time in the future. You store the reminder time in the database, and when the event is created (or updated), you Schedule API workflow to send the email at the exact moment you want.

What You Actually Need to Do

You’ll create a backend workflow (Bubble calls this an API Workflow) that sends the email. Then, when a user creates something that needs a reminder — like a task with a due date — you schedule that backend workflow to run at the reminder time. Bubble will automatically run it even if the user is offline.

• Create a date field on your data type, for example “Reminder Time”.
• Enable Backend Workflows in Settings → API → enable “Backend workflows”.
• In the Backend Workflows tab, create a new workflow such as “send\_reminder”.
• Add an action inside that workflow: Send email (Bubble’s built‑in email) or an external email provider plugin/API.
• When the user creates the item (e.g., a Task), use Schedule API Workflow and pass the item’s ID and scheduled date.

Example Flow

Imagine you have a data type Task with fields: Title (text), Due Date (date), Reminder Time (date), User (User).

• User creates a Task and chooses a reminder time.
• Your page workflow runs Schedule API workflow “send\_reminder”.
• Bubble waits until that exact datetime.
• The backend workflow runs and sends the email.

How Your Backend Workflow Might Look

// API Workflow name: send_reminder
// Parameter: task_id (type: Task)

Action 1: Send email  
To: This Task's User's email  
Subject: "Reminder: " + This Task's Title  
Body: "This is your reminder for: " + This Task's Title  

How You Schedule It From the Page

// When user clicks "Create Task"

Action: Schedule API Workflow  
Workflow: send_reminder  
Scheduled date: This Task's Reminder Time  
task_id: Result of step 1 (the created Task)'s unique id  

Important Things Beginners Miss

• Privacy Rules: Make sure the backend workflow can access the Task and User fields. If not, your email will send blank data. Backend workflows usually run as “Ignore privacy rules”, but check this setting.
• Dynamic Dates: You must calculate the reminder time before scheduling. Bubble will not “re‑evaluate” automatically later.
• Editing Tasks: If the user changes the reminder time, cancel the old scheduled workflow and schedule a new one.