Service reminders

Purpose: Service reminders serve as proactive notifications, helping users stay on top of scheduled maintenance, renewals, or other time-sensitive actions. These reminders contribute to maintaining the efficiency, functionality, and compliance of various services by ensuring timely attention and action.

Please note:

  • SMS texts only allow for 160 characters. Going over 160 characters will incur an additional usage of credits.

Add service reminder

  • Profile Icon > Settings > Customers > Service reminders > View.
  • Enter the service reminder name you wish to set, choose the service period, Select whether you’d like manual or automatic reminders. If required, set a job description to assign to your service reminder > Add service reminder

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Edit Service Reminders

Edit > Amend the changes > Save

Delete Service Reminders

  • Delete >Type 'delete' > Delete.
  • If you are unable to delete an entry, you will be given a reason why.

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Set up letters

Set up Letters - Single property messages

  1. Tap on ‘Set up letters’ to go into the letter creation module.

  2. Once you’re in the module, you’ll see a variety of different options for communication. You can set up an Email, SMS, or letter. You can select the timeframe (1-8 weeks) for the reminders to send before the service is due as well.

  3. You can use tagging throughout the various modules of communication, just be aware letters will not fill out tags, as they’ll be printed or added as an attachment.

Advanced Options - Single property messages

  1. Tap the ‘Add follow up message’ button.

  2. From here, you will have the same creation modules (for a single property) as you did in the first module. You can set the name here, usually the amount of time for the follow-up.

  3. Choose the timeframe for when the message should be sent after receiving the first reminder.

  4. You may use tagging throughout here to add the communications as needed, please be aware that letters will be attached as email attachments to email communications unless you are using the print and post-service we offer.

  5. Once you’re finished, hit ‘Save’.

Set up letters - Multiple property messages

  1. Tap on set up letters, then ‘Multiple property message’.

  2. First, set the reminder date to which you want the particular day of the month they’re due to send out. For example: If you choose the 15th in June, the messages will be sent on the 15th of June for JULY’s reminders.

  3. Adding the [service_reminder_properties_due] will display a table of all work addresses with service reminders due within the month.

  4. For multiple property messages, you can only set an email or a letter. You CANNOT use the booking portal url tag in multiple property emails.

Advanced Options - Multiple property messages

  1. Tap the ‘Add follow up message’ button.

  2. From here, you will have the same creation modules as you did in the Single property messages module. You can set the name here, usually the amount of time for the follow-up.

  3. Choose the timeframe for when the message should be sent after receiving the first reminder.

  4. You may use tagging throughout here to add the communications as needed, please be aware that letters will be attached as email attachments to email communications unless you are using the print and post-service we offer.

  5. Once you’re finished, hit ‘Save’. In the example below, a work address recipient email has been sent.

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Advanced options - Booking portal tagging

  1. To use the booking portal tag, go to “use tagging” and use the [service_reminder_booking_portal_url] tag.

  2. To add a caption to the tag in an email, you can add a colon after. For example: [service_reminder_booking_portal_url: Click here to set up your service online!] will change the caption to ‘Click here to set up your service online!’

Your customers will be able to click on the email and set up a job based on this tag.

In the example below, the email has a caption and has been sent with the URL booking portal tag.

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Advanced Options

Add a follow up message

A follow up message is a message or a group of messages that will be sent to a customer if they have not booked a service after receiving the first reminder.

  • Profile Icon > Settings > Customers > Service reminders > View > Advanced options > Add follow up message > Set up required templates > Save

Here you can see how long after the initial service reminder is sent, this message will be sent, and you can specify the type of email you want the customer to receive.