Recently Reminded and Inactive CustomersService Reminders work in conjunction with the Outstanding/Due Tab of each vehicle card and some system settings that are specific to the reminder system.
Recently Reminded and Inactive Customers
The outstanding/due tab on each vehicle card is what is used to determine what services are due and when. The date and mileage calculations are derived from the assigned maintenance plan and a service will come due when either the time frame between services or the mileage interval condition is satisfied; whichever occurs first.
An Example of a vehicle's due services.
Note: The outstanding portion of the outstanding/due tab is deferred work. They can be reviewed using the deferred work report as they are typically handled differently and separately. The service reminders are reserved for maintenance plan only services and inspections.
The reminder list is the source for service reminder delivery. Wether you telephone, email, or post mail your service reminders, you will create the list according to the following parameters:
Begin - This parameter is optional and will only be used if the check box is checked beside it. When set only services due that fall between the begin and end date will be included.
End - The end date parameter allows you to specify the due date for services due. The date set here would be up to and including the chosen date or from the begin date if that option is chosen above. This is useful to provide a lead time for mail delivery and customer response.
Location - For multi location operations, you can choose which location you are preparing reminders for. This would allow head office to prepare the service reminders for all locations.
Filter - The filter function allows you to enter a string of text to include only the services due containing the text specified. If you wanted to run reminders for lube, oil and filter services only, you may decide to enter lube as the filter text. You may enter multiple filters by separating the text strings by a comma.
Contact Method - The preferred contact method to report for. This will be decided by the contact's preferred contact method set on their contact card. See the Contact Card Tab for more information.
Skip Recently Reminded - This will skip all vehicles that have been reminded within the time frame set by the recently reminded system constant you have configured.
Skip Inactive Customers - This will skip all customers that are deemed inactive by the inactive customer system constant you have configured.
Skip When Reminders Off - This will skip all vehicles that are not set to have service reminders sent on the vehicle card.
Once the parameters are set click the Create button to produce the reminder list. You may Print the report and/or Export it for further processing (i.e. mail merge).
Update Reminders - The update reminders tool will set today's date as the last reminded date on each vehicle in the list. This date is what is used as the recently reminded date on the next reminder list.
Pre - The contact's name prefix (Mr., Mrs., Ms.)
First - The contact's first name.
M. - The contact's middle name.
Last - The contact's last name.
Suffix - The contact's name suffix (Sr., Jr.)
Street - The contact's street address.
City - The contact's city of residence.
Prov - The contact's province or state of residence.
Postal - The contact's postal code.
Country - The contact's country of residence.
Phone - The contact's main phone number.
Email - The contact's email address.
M - A letter code indicating the preferred method of contact. M = Snail Mail, E = Email, and P = Telephone. If it is blank, it indicates that the contact is set to Do Not Mail.
Plate - The plate number of the vehicle.
Year - The year of the vehicle.
Make - The make of the vehicle.
Model - The model of the vehicle.
Unit - The unit number of the vehicle.
Tip: The detail of the services due are only visible in the exported data. We recommends using Microsoft Office XP or later for processing exported data.
With 360° Customer Contact, you have access to unlimited information and follow up for your customers. All follow up lists can be easily exported to mail merge with your favorite word processor for unlimited possibilities to communicate with your customers.
Every customer also has access to our FREE email follow up system. Preset email messages can be set to automatically trigger email to any customer with an email address on file.
