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Service reminders
Service reminders
Updated over a month ago

Service reminders help businesses maintain efficiency and customer satisfaction by ensuring timely notifications for scheduled maintenance, renewals, or other time-sensitive services. By creating tailored templates, businesses can automate communications through Email, SMS, or Letters, ensuring that each customer receives personalized, relevant, and proactive reminders. This reduces missed appointments, enhances customer relationships, and keeps services running smoothly.
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Add New Service Reminder

To set up service reminders, please follow the steps below. We also have a video tutorial available: ▶️ How to configure & set up.

➡️Profile Icon > Settings > Customers > Service reminders.

  1. Fill in the required fields:

    • Service Reminder Name: This is the client-facing title of the service.

    • Service Period: Set the frequency of the service renewal (monthly, yearly, etc.).

    • Send Reminders: Choose between automatic or manual sending of reminders.

    • Job Description: Set a job description for use with the Service Reminder Portal and Contracts (optional).

  2. Click Add service reminder to save.

Note: To ensure successful delivery, you need to have Contacts set with the correct Communication rules in place.


​Note: Manual reminders must be processed through the service reminder dashboard within the customer tab.

Set Up Letters

Configure your communications for service reminders. Consider adding information in the letter template, such as why the service is important, why your company is the right choice for the job, and what the service entails. Use the tagging system to automatically populate personalized details for each customer.

➡️ Profile Icon > Settings > Customers > Service reminders > Set up letters.

Single Property Messages

  1. Navigate to

  2. Set up Email, SMS, or Letter templates to notify customers.

  3. Schedule reminders by selecting the number of weeks in advance (1-8 weeks) to send the reminders before the service is due.

Tagging: Use tagging to personalize your communications. Refer to our [Tagging Guide] for more details.
If no content is entered into the Email, SMS, or Letter fields, no communication will be sent. However, if "phone call" is selected as a communication rule, a call will be logged.

Email Attachments: The letter template you create will also be automatically attached to the email as a PDF, allowing you to keep emails short while providing detailed information in the attached letter.

Multiple Property Messages

➡️ Profile Icon > Settings > Customers > Service reminders > Set up letters, choose Multiple property message

  1. Select the specific day of the month (between the 1st and 28th) to send reminders for work addresses.

  2. Use the [service_reminder_properties_due] tag to display a table of all work addresses with services due for the month.

Note: Service reminders are sent to the customer, not directly to the work address.
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Advanced Options

Advanced options allow you to configure follow-up messages for customers who haven’t responded to the initial reminder.

➡️ Profile Icon > Settings > Customers > Service reminders > Advanced options.

  1. Click Add follow up message.

  2. Title the follow-up and specify when it should be sent after the initial reminder.

  3. Set the communication rules and create the necessary Email, SMS, or Letter templates.

  4. Click Save.

Follow-up Messages: You can set up multiple follow-up communications at different intervals (e.g., 2 weeks, 3 weeks, 4 weeks) after the first reminder. Follow-up messages will not trigger if a job has already been created against that service, or if the original reminder was sent manually.

Booking Portal Tagging: Use the [service_reminder_booking_portal_url] tag to include a booking link in your email, this allows your customers to schedule their appointment online.

You can customise the caption for example:
​[service_reminder_booking_portal_url:Click here to book your service!]
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Edit a Service Reminder

➡️ Navigate to Profile Icon > Settings > Customers > Service reminders > Edit.

  1. Modify the required fields.

  2. Click Save service reminder to update.
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Delete a Service Reminder

➡️ Navigate to Profile Icon > Settings > Customers > Service reminders > Delete.

  1. Type 'delete' to confirm, and click Delete.

Note: You cannot delete a service reminder that has been used within the system.

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