Service reminders

Service reminders bring customers back. You set rules such as "oil change every 180 days" or "service every 5,000 miles", and MotoDealerHQ works out when each customer is due and sends an email or text. Reminders are off until you turn them on, and they go only to customers who agreed to receive marketing.

Before you start #

• Turn reminders on for each rooftop: Service & parts › Service settings, tick Send service reminders, and save.
• You need service.settings.manage.
• Texts need your text messaging set up. Customers need marketing consent for the channel. See consent.

Add a rule #

1. Open Service & parts › Service reminders.
2. Enter a Name, for example "Oil change".
3. Choose When:
   • Every N days after the service
   • Every N miles after the service
   • Every N engine hours after the service
   • Annual (a year after the last visit)
   • First service N days after the unit was added
   • Declined-work follow-up N days later
4. Enter the Days, Miles or Engine hours for the rule, and how many days early to send (Send this many days early, 14 by default).
5. Limit the rule to a Service type, or to work whose description contains a word (Or work containing, for example "oil"), and to a location if you like.
6. Choose the Channel: email, text message, or both, and add an optional extra message.
7. Tick Active and select Add rule.

(open full size)

1. Status: reminders are off until you turn them on per rooftop.
2. When: the kind of rule.
3. Channel: email, text or both.
4. Create and send due reminders now.

How reminders are sent #

• Once a day, MotoDealerHQ checks every active rule at the rooftops where reminders are on, creates one reminder per customer and due date, and sends it.
• Mileage and engine-hour rules use the readings recorded at check-in and close to project when the unit will reach the next interval.
• A reminder goes only to customers who agreed to marketing on that channel and have not opted out. Otherwise it is recorded as skipped with the reason.
• Every message goes through the platform's normal sending rules, including opt-outs.
• Select Create and send due reminders now to run it straight away instead of waiting for the daily run.

Review reminders #

The Reminders list shows each reminder with the customer, rule, due date or mileage, status (pending, sent, skipped or dismissed) and a note. Filter by status. Dismiss a pending reminder you do not want sent. Select a customer to open their service history.

Tips #

• Start with two or three rules: a time-based oil change, an annual service and a declined-work follow-up.
• Use the extra message for a seasonal note, such as "Book your spring tune-up before the riding season."
• Check the skipped reminders now and then. Many skips mean customers have not given marketing consent.

Permissions #

Limitations #