How to Use Service Reminders and the Reminder Report

1. Setting Up Service Reminders:

• Navigate to the customer requiring an inspection reminder.

• Locate the Service Reminders section.

• Insert & configure the reminder details, including the date, time, and frequency.

• Ensure the reminder is linked to the relevant service code i.e., inspection, sprinkler etcetera & if applicable, assign a technician

• Enter date in Repeat Until field (required)

• The reminder will generate a calendar event.

2. Converting Calendar Events to Service Tickets:

• Navigate to the calendar & open the reminder

• Convert the event into a service ticket or invoice

  • The ticket or invoice will auto-populate. Continue with the creation of these by adding in the required or desired fields i.e., service items, notes

3. Utilizing the Reminder Report:

• Access the Reminder Report from the report menu > service/parts tab > service reminders

• Apply filters to isolate customers with specific criteria. A few examples include:

  • Filter by service code (e.g., "fire inspection," "NFPA sprinkler inspection")

  • Filter by reminder status ("Expired" or "Active")

  • Filter by town / area map code

• Review the report to identify accounts requiring immediate attention.

• Take action to create service reminders and tickets for the identified accounts

4. Inquiry/Mail Merge:

• Use the inquiry/mail merge tool to search for accounts with or without reminders.

• Interact with the accounts to create missing reminders.

Importance:

• Compliance: Ensuring timely inspections is crucial for compliance with regulations and standards.

• Revenue Protection: If you are charging subscribers for inspections, missing scheduled appointments can lead to revenue loss and customer dissatisfaction.

• Customer Satisfaction: Proactive scheduling and timely service enhance customer satisfaction and build trust.