Skip to content 
Workshop Software allows you to automatically send Registration, New Zealand WOF, Service, Quote Follow Up and Booking reminders by either email or SMS. This article explains how to activate each reminder type.
Please Note: New Zealand WOF reminders are only available when the Country Code is set to New Zealand in your Company Profile.
IMPORTANT FOR SMS REMINDERS: If you are intending to send reminders by SMS you will need to purchase SMS Credits first. This articles explains how to purchase SMS credits.
Activating Reminders
- Click on CRM Tools (1) in the left hand sidebar menu and then Reminders (2).
Turn On Automatic Reminders
- To turn on Reminders set the Toggle for Automatically Send Reminders to Yes.
Service / Registration / WOF Reminders
- Enter the Number of Days Before Renewal Date to Send Reminders, then set the Toggle next to each Category you would like reminders to be sent for to On. We recommend 14 days prior to the required date, as this allows your customers to arrange their schedules accordingly.
Please note: The Next Service date will automatically update when you process an Invoice containing a Labour Item which is toggled as a Service. The system will use the Last Service date and the Service Interval field from the vehicle to calculate the next date.
Please note: For Service, WOF and Rego reminders you may update next date manually for vehicles that have not recently visited your Workshop for Servicing, the procedure to do so is provided at the bottom of this article.
- Write the SMS and Email messages you wish to send for each reminder type, following the instructions to insert placeholders for the customer’s rego, name and next service date.
Please note: The message for a Reminder may be created as a Template in Settings > Company Lists and then inserted into the Service Reminder fields using the + Add Template button (A) in the bottom right hand corner of each field.
Booking Reminders
Having completed all your Reminder messages the last and most important task is to enable Booking Reminders and set up a Booking Reminder message.
This notifies the customer that they have a scheduled booking with your workshop by email or SMS.
- Toggle Automatically Send Booking Reminders to On and select how many days prior to the Booking to send the reminder.
- Write the SMS and Email messages for the Booking Reminder, following the instructions to insert placeholders for the customer’s name and booking date.
Please note: We recommend to set Days Before Booking to Send Reminders “2 days” and to use the word “re-schedule” as a means of prompting re-engagement.
Quote Reminders
Quote reminders may be sent to customers a number of days after they have initially received their quote by Email or SMS.
- Toggle Automatically Send Quote Follow Ups to Yes.
- Write the SMS and Email messages for the Quote Follow Up, following the instructions to insert placeholders for the customer’s name, quote number and quote date.
Please note: The message for a Follow Up may be created as a Template in Settings > Company Lists and then inserted into the fields using the + Add Template button (A) in the bottom right hand corner of each field.
- Once you have chosen your Reminder settings and written your messages click the Save button on the bottom right of the page.
Choosing Preferred Contact Method and Reminder Dates
A Customer’s preferred method of contact is set in their Customer Details settings and you may manually update reminder dates for Rego, WOF and Next Service in each of their Vehicles.
- In a Customer’s Details you may use the Preferred Method of Contact field to select to use SMS, email or opt them out of your automatic communications. This field will default to your setting in Settings > Company Settings.
- In a Vehicle’s Details you may set or update their Rego Due Date, WOF Due Date and Next Service. You may also update the Service Interval which will default to your setting in Settings > Company Settings.
