How to set up Automatic Reminders

Created by: David Joyce

Overview

This training explains how to:

• Create reminder templates (Email/SMS)
• Attach reminders to products
• Automatically trigger reminders via invoices/work orders
• View and manage upcoming reminders

Step 1: Creating a Reminder Template

1. Navigate to:
   Settings → Tools → Reminders
2. Under Products, click Add New
3. Enter a name (e.g., ReminderYearlyService)
4. Configure message templates:
   • Email Template
   • SMS Template

Example Template

Hi

Your yearly service for {{equipmentname}}, with serial number {{serial}}, is due on the {suggesteddate}

Please contact us on 091123456

Regards
Turbo

Tip:

• Use placeholders like EquipmentName and Serial Number for better identification (e.g., “Scania Truck – SN12345”).

Step 2: Assign Reminder to a Product

1. Go to:
   Stock → Products
2. Select a product (e.g., Air Filter or Service Item)
3. Navigate to the Advanced tab
4. Configure the reminder:
   • Reminder Period: e.g., 1 Year
   • Template: Select your created template
   • Send Before: e.g., 21 days
   • Delivery Method: Email or SMS
5. Click Save

Step 3: How Reminders Are Triggered

Once configured:

• Add the product to:
  • A Work Order, or
  • An Invoice
• When the invoice is created:
  ✅ A reminder is automatically generated
  ✅ Scheduled based on your defined period
  ✅ Sent via Email or SMS depending on customer contact details

Step 4: Viewing Reminder Reports

1. Go to:
   Reminder Report
2. Here you can:
   • View all upcoming reminders
   • See:
     • Reminder type
     • Delivery method
     • Linked work order
   • Filter by date range
3. Additional actions:
   • Select reminders
   • Delete if needed

Practical Use Cases

Service Scheduling

• Track recurring maintenance (e.g., yearly service, filter replacement)

Workforce Planning

• Use reminder reports to:
  • Predict workload
  • Plan staffing
  • Manage employee leave

Customer Engagement

• Automatically notify customers before service is due
• Improve retention and repeat business

Key Takeaways

• Reminders are product-driven automation
• They are triggered only when invoiced
• Fully customizable via templates
• Provide visibility through reports
• Useful for both operations and planning