The Service Reminder Portal streamlines customer interactions by automating appointment booking and enabling prepayments for services. By integrating this feature with your service reminders, you reduce administrative tasks, minimize non-payments, and allow customers to schedule appointments at their convenience, enhancing overall customer satisfaction and operational efficiency.
Prerequisites
Self-service portals in Commusoft use smart scheduling to show available dates and times when customers book their jobs. To provide a seamless self-service experience for customers, ensure the following settings are configured:
Skills assigned to users.
Shifts assigned to users.
Service Windows configured to display time slots externally.
Job Description Templates linked to service reminders.
Service Reminder Emails and/or SMS include the
[service_reminder_booking_portal_url]tag.Customer Job Confirmation Email is set up to notify the customer when a job is booked.
Scheduling Rules in place to control customer bookings past their service due date.
View Setting
➡️ Profile Icon > Settings > Self-service > Service reminder portal settings.
Service Reminder Prepayment Details
You can enable prepayments for service jobs booked through the portal, allowing customers to pay when scheduling their service, reducing the need for payment chasing.
Check the box for 'Does the customer have to prepay?' to enable prepayments.
Choose how the payment form will display:
Always: Payment is requested regardless of the invoice value.
Enable when amount is less than: Payment is required only when the invoice total is below a certain amount; otherwise, the customer must use GoCardless Instant Banking.
Enter the desired value for Enable when amount is less than.
The invoice must be paid in full at the time of booking if prepayment is required.
Prerequisites for Prepayment
To enable prepayments, make sure the following conditions are met:
A Job Description Template configured with a pricing item.
An Automatic Invoicing Rule with a pre-final invoice type (not set to draft).
Stripe integration for credit/debit card payments.
GoCardless integration for instant banking payments.
A Payment Email Template to confirm the payment.
If you cannot see the 'Service reminder prepayment details' section, it means you do not have a payment integration set up.
Communications
➡️ Set Contact Details in the Customer Support Pop-Up
Email Address
Don’t Show Email: No email address is shown.
Show Company Email: Display the email from Company Details.
Enter Email: Manually enter an alternative email address in the ‘New Email’ field.
Phone Number
Don’t Show Phone: No phone number is shown.
Show Company Phone: Display the phone number from Company Details.
Enter Phone: Manually enter an alternative phone number in the ‘New Phone’ field.
Custom Text Options for Contact Pop-Up
Contact Support Description
Contact Support Title
Contact Support Available Timing
To turn off the contact pop-up, set both the phone number and email address to ‘Don’t Show’.
Notifications
Set In-System Notifications for Review Feedback
Send Notification To: Select access roles from the dropdown to receive in-system notifications when a service job is booked.
Set Up Email Notifications for Service Job Bookings
Selecting Users or Access Roles
To: Select desired users or roles from the dropdown to receive email notifications.
Using Custom Email Address(es)
To: Manually enter an email address and press the 'Return' key to add it.
Choose an Email Template
Email Templates: Select a template from the dropdown (ensure a suitable template is created in advance for this purpose).
Click Save