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 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 widget
➡️ Customer tab
Click here to see an example.
Click here to see an example.
Customise the columns using the pencil icon
displayed in each report to show/hide information for your needs.
Use search and filters where available in the reports to view specific records required.
Service reminders due in the next 30 days
An overview of services that will be due next 30 days that do not yet have a job scheduled.
➡️ Service reminders due in the next 30 days
Click to view a detailed report of the upcoming services due.
This section is read-only and doesn't allow processing reminders or adding jobs.
Download
this report in a CSV spreadsheet or print
for record-keeping or follow-up actions.
Any follow-up actions that need to be taken should be carried out on the customer record or in the main service reminders list.
The reminders for these due services may have already been processed and sent, review the service reminder list for more information.
Number of phone calls that need making
An overview of the number of phone calls that need to be made to remind customers about their upcoming services and get jobs scheduled. If a contact has the phone call communication preference ticked, a call will be added to this list when the reminder is processed for a user to action.
➡️ Number of phone calls that need making > Click +
Add new phone call: Log the call details in the customer communication timeline.
To: Select the contact called.
Note: Enter details discussed on call.
Action: Select how to manage the reminder as a result of the phone call.
Book job: Once the call is saved, go directly to adding the service job.
Postpone service: Change the service due date to a later date.
Cancel service reminder just this time: Pushes the reminder back according to the service period set in the template.
Cancel forever: Permanently delete the reminder from this property.
Click Save phone call.
Remove phone call: Delete the call record from the list of calls to be made.
No changes will be made to the service reminder if the call is removed.
Private customers
If the service reminder is for a private customer managing their own property.
Add job: Create a new job for the service while on call with the customer.
Service job details will be filled based on the reminder details.
Work addresses
If the service reminder is for a work address managed by a main customer (eg., estate agent).
Work address reminders due: You will be taken to the list of work addresses with services due for this customer for further action.
Review the article on Batch decision for work addresses for next steps.
If service reminders will be managed over the phone, a user needs to manually make phone calls to the customers.
View all service reminders
This list displays all active service reminders that have not yet been scheduled for a job. Review key details such as the reminder date, service type, recipient, and days until the service is due.
From here, you can manually process reminders and manage the list using various filters to ensure your service reminders are running smoothly.
Click the plus button (+) next to a reminder to view the customer's record and add a job for that service.
Processing reminders
The service reminder widget allows you to process reminders in two ways.
Check out this video tutorial: How to process manual & automatic reminders
Automatic processing
The system automatically processes these reminders and sends the correct communications, so no manual processing is required.
The process runs once a day, in the morning.
Processing reminders will not create a job; they will only notify the customer of the upcoming service.
Check out the article on Scheduling service jobs!
Manual processing
It's important to filter by service date to avoid processing unnecessary reminders. Selecting Process all service reminders without filters will process all reminders in the list, whether they are due or not. This cannot be undone.
Check the boxes on the left-hand side of the list.
Click Process reminders.
Once the process has finished, you will receive a notification detailing the number of emails sent, how many phone calls need to be made and a link to a PDF document to download any letters generated.
Sending methods
Email and SMS messages are sent by the system once the reminder is processed, whether it's done automatically or manually.
Letters will generate a PDF file containing all the letters for the selected reminders. This PDF needs to be downloaded and printed externally, as Commusoft does not handle printing or sending letters.
Letters will also be attached to the email sent to the customer for their reference.
Phone call reminders will add a phone call task to the phone calls to be made list.
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.
In the 'More filters' side panel, you'll find additional useful filters to refine your search. This includes a property search to quickly locate all reminders associated with a specific property.