Service reminder widget

The Service Reminder Widget, found on the Customer tab, is your central hub for managing all live service reminders that have not yet been scheduled for a job. It enables you to process reminders manually or automatically, filter reminders based on specific criteria, and monitor upcoming reminders. The widget provides quick access to reminders that need attention and helps ensure timely communication with customers. You can also track phone calls that need to be made to remind customers about their upcoming services, enhancing the efficiency of your service management.

 

View All Service Reminders

This section displays all service reminders that do not have a scheduled job. Any job already linked to a reminder will not appear here. From this view, you can process reminders manually and apply various filters to manage the list effectively. To send service reminders, please follow the steps below or watch our video tutorial: ▶️ How to process manual & automatic reminders.

  1. Columns: You can customize the information displayed by clicking the pencil icon. The main columns include:

    • Service Date: The date the service is due.
    • Service Type: The type of service reminder.
    • Reminder Date: The date the reminder will be sent (for manual or automatic processing).
    • Last Communication Date: Shows the date of the most recent communication regarding the reminder.
    • Processing Type: Indicates if the reminder is manual or automatic.
    • Reminder Method: The type of communication method (Email, SMS, or Letter).
    • Customer and Work Address: Information on the customer and their property.

  2. Processing Reminders:

    • Select reminders manually using checkboxes and click Process Reminders to generate and send them.
    • Automatic reminders (Email, SMS) will be sent directly. Letters will require printing unless you're using a print and post service.
    • Phone call reminders will be added to the Phone Calls to Be Made list.

  3. Filtering:

    • You can filter reminders by service date, reminder type (e.g., SMS, email, letter, or phone), or whether the reminder has already been sent.
    • It's important to filter by service date to avoid processing unnecessary reminders. Selecting Process All Service Reminders without filters could unintentionally process all reminders in the list.

 

Service Reminders Due in the Next 30 Days

This section displays all service reminders scheduled for the next 30 days but without a scheduled job. This overview helps you identify which services are coming up soon, allowing you to proactively schedule jobs or ensure reminders are sent.

  1. Automatic Processing:

    • If the system is set to process reminders automatically, reminders will be sent based on the Reminder Date set in the system. The system runs daily in the morning to send reminders within the predefined timeframe.
    • Reminders processed automatically will not generate a job immediately; they will only notify the customer of the upcoming service.

  2. Viewing Options:

    • While you can view reminders due in the next 30 days, this page is read-only and does not allow for processing. You can, however, download or print the list based on the applied filters for record-keeping or follow-up actions.

 

Number of Phone Calls That Need Making

This section shows all phone call reminders that need to be made to remind customers about their upcoming services. These are generated based on the communication method set for the customer or as part of manual processing.

  1. Phone Call List:

    • The Phone Calls to Be Made list can be accessed from the Customer Tab and includes customers with pending reminders for which a phone call needs to be made.
    • You can manage phone call reminders by making the call, adding notes, or marking the call as complete.

  2. Actions During Phone Calls:

    • Book a job directly for the service if the customer is ready to schedule.
    • Postpone the service, which will change the service date to the new postponed date.
    • Cancel the service reminder:
      • Cancel this time: Pushes the reminder back according to the reminder’s frequency.
      • Cancel forever: Permanently removes the reminder from the list.

  3. Follow-Up: Ensure any actions taken during the phone call (such as booking a job or postponing a service) are reflected in the system to maintain accurate records.