Service reminders

Purpose: Being able to remind and notify your customers of service reminders helps with the continuation of work. It helps keep your customers' items up to date, maintained, and working. This tool is an incredible tool to reduce the admin time needed to work and retain work.

Please note:

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

Add service reminder

1. Go to Profile Icon > Settings > Customers > Service reminders > View
   
   
2. Add the service reminder name you wish to set, choose the service period, whether you’d like manual or automatic reminders, and if need be, set a job description to assign to your service reminder.  Once you’re finished, hit ‘Add service reminder’.
   
   
   

Edit Service Reminders

1. To edit, click on edit. From here you will be able to alter the entry and re-save.

Delete Service Reminders

1. To delete entries, click on delete. To delete in Commusoft you must type 'delete' and tap confirm in the pop-up module. If you are unable to delete an entry, you will be given a reason why.

Additional Troubleshooting - 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’ 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’.
   
   

Advanced Troubleshooting - 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, then 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’ button.
   
   
2. From here, you will have the same creation modules (for a single property) 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.
   
   
   

Advanced options - Booking portal tagging

1. To use the booking portal tag, in 'Email' section, 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!’
   
   
3. 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.