User role required: [CONFIRMATION NEEDED]
Opportunity address reminders send an automatic email or SMS to your contact before a booked opportunity visit. A prospect who is expecting your salesperson is a prospect who answers the door, so you waste fewer visits and spend less time chasing confirmations by phone. You choose when the reminder goes out, write the message once, and Commusoft sends it for every opportunity from then on.
Setting up the reminder
âĄď¸ Click your Profile icon > Settings > Opportunities > Opportunity address reminder > View
The email and the SMS are saved separately. Saving takes you back to your settings list, so you will open this setting twice to build both messages.
Choose when your reminder sends
Under Automatically send, choose when the reminder should go out:
24 hours before the appointment
48 hours before the appointment
Morning of the opportunity
Night before the opportunity
Tick Send repeated reminders if you want every appointment on an opportunity to trigger its own reminder. Leave it unticked to send one reminder per opportunity per day.
[Screenshot: Automatically send dropdown expanded, showing all four timing options]
Compose the email reminder
Click Email.
Enter your subject line in the first field, then write your message in the box below it.
Click Use tagging to add details that change with each opportunity, such as the contact's name, the address and the appointment time.
Click Save.
[Screenshot: Email panel showing the subject field, formatting toolbar and message box]
Tip: Always add tags with the Use tagging button rather than typing them or copying them from elsewhere. The button lists only the tags that work on this template, and a tag that finds no data sends to your contact as plain text, square brackets included. Learn more in How to use tags in communication templates.
Saving returns you to your settings list. Your timing choice and your email are both stored.
Compose the SMS reminder
Add-on required: SMS+
See Purchasing add-ons to see how to add this to your account.
Click SMS.
Write your message under Add reminder SMS. Click Use tagging to add opportunity details, and keep the message short, as one SMS credit covers 160 characters and your tag content counts towards that total.
Click Save.
[Screenshot: SMS panel showing the message box and Use tagging button]
Your reminder is now live. Commusoft sends it for every opportunity with a booked appointment, with no further action needed.
Understanding how reminders are sent
Reminders are sent to the primary contact on the opportunity only. For a customer opportunity that is the customer contact, and for a work address opportunity it is the work address contact. Nobody else on the record is copied in.
The timing you choose behaves like this, using your account's time zone:
Setting | When the reminder sends |
24 hours | 24 hours before the appointment start time, within 15 minutes |
48 hours | 48 hours before the appointment start time, within 15 minutes |
Morning of the opportunity | 8:00 am on the day of the appointment |
Night before the opportunity | 7:00 pm the day before the appointment |
Send repeated reminders controls what happens when an opportunity has more than one appointment. Unticked, Commusoft sends one reminder per appointment per day, however many appointments are booked. Ticked, every appointment gets its own reminder, including recurring appointments and days where more than one technician is attending.
To stop reminders sending automatically, return to the setting and choose -- Please choose -- from the Automatically send dropdown, then click Save. Your message content is kept, so you can switch reminders back on later without rewriting them.
Common questions
Who receives the opportunity address reminder?
Who receives the opportunity address reminder?
The opportunity address reminder goes to the primary contact on the opportunity, and to nobody else. On a customer opportunity that is the customer contact. On a work address opportunity it is the work address contact, which is usually the tenant or site contact rather than the person paying.
Do recurring appointments each trigger a reminder?
Do recurring appointments each trigger a reminder?
Recurring appointments each trigger their own reminder only when Send repeated reminders is ticked. With it unticked, a recurring booking sends one reminder per day rather than one per occurrence.
Can I turn automatic reminders off without deleting my message?
Can I turn automatic reminders off without deleting my message?
Yes, you can turn automatic reminders off without losing your message. Select -- Please choose -- from the Automatically send dropdown and click Save. Your email and SMS content stays saved for whenever you want to switch reminders back on.
Do opportunity address reminders use SMS credits?
Do opportunity address reminders use SMS credits?
Yes, opportunity address reminders sent by SMS use your SMS credits. One credit covers 160 characters, and the content pulled in by your tags counts towards that limit, so a message that looks short in the editor can run to two credits once a long address is inserted.