How to set up automatic reminders

1123 July 18, 2022

Workshop Software allows you to automatically send Rego/WOF, Service and booking reminders by either email or SMS. Please bear in mind our recommendations are “best practice” and not a hard & fast rule. They are simply what we have found works best for workshops like yours.

1. Click on ‘Settings’ from the left hand navigation menu options and then ‘Reminders’;

2. Click on the button underneath Automatically Send Reminders to turn reminders on;

3. Enter the number of days before the renewal date that you want the reminder to be sent.

Please note: that the date is set in the vehicle details section – Rego Due Date for rego reminders, WOF Due Date for WOF reminders and Next Service for service reminders.

Please note: The Next Service date will automatically populate when you use a Labour Item which is toggled as a “Service”. The system will use the “Last Service” date and the “Service Interval” to automatically calculate the Next Service Date.

Please note: We recommend 14 days prior to the required date, as this allows your customers to arrange their schedules accordingly.

4. Turn on the message you would like to send; service, registration or in New Zealand WOF;

Please note:

For all service reminders, make sure you have the next service date set for the vehicles.

Here is a guide on how to do so:

https://workshopsoftware.com/knowledge-base/vehicles/update-a-vehicles-next-service-due-date

5. Enter the message you wish to send, following the instructions to insert the customer’s rego and next service date.

Please note: The message for a Service Reminder is setup in the [Company Lists] section, and then inserted into the [Service Reminder] page using the {Insert Template} button in the bottom right hand corner of the field. You can insert both Email & SMS templates. This message utilises the customers “Full Name”, “Rego number” of the vehicle, and “Next Service” date thru placeholders. In the case of Registration & WOF Renewal messages we recommend you copy the Service Reminder message and customise it accordingly, swapping out the %nextserv% placeholder for %renewday”.

6. Having completed all your Reminder messages the last and most important task is to set up a Booking Reminder message. This can be set up as either an Email or an SMS, and notifies the customer that they have a scheduled booking with your workshop. The system uses the placeholders %custfullname% and %bookdate%. Again, these messages can be copied from the Service Reminder and customised.

Please note: In the Booking Reminder message we recommend that the days before the booking be set as “2 days” and, that you always employ the word “re-schedule”, as a means of prompting re-engagement, as opposed to losing the booking completely.

IMPORTANT (FOR SMS REMINDERS)

If you are intending to send reminders by SMS you will need to purchase them first. If you are paying your subscription by Capricorn you will need to contact Workshop Software on 1300 729 658 or (09) 280 3334 for NZ customer to register a credit card.

1. To purchase SMS’s click on your company name at the top of the page and select ‘Profile’ from the drop down menu;

2. Click on the blue ‘Buy SMS’ button at the bottom of the page and follow the prompts. This is also where you can see how many SMS’s you have left available;