Automated Email Reminders

Keeping up with long-term maintenance follow-ups is easy to let slip when you’re running a busy operation. Automated email reminders let you set up scheduled follow-up emails that go out automatically after a job is completed, so your customers hear from you at the right time without any manual tracking on your end.

Once you set up an automation and a matching job is marked complete, ServiceCore schedules the reminder for you. You can manage, edit, or delete scheduled reminders at any time, and review them at both the account level and the individual customer level.

Before You Start

Here are a few things to know before you continue:

• You must have Admin or Owner permissions to create or edit an automation.
• Automated email reminders are triggered by job type. Rental, Service, or Septic Job types must already exist in your ServiceCore account before you can use them in an automation.
• Reminders are sent at 10am EST on their scheduled send date.
• Customers can unsubscribe from automated reminders. Unsubscribed customers will still receive transactional emails (like invoices and job confirmations).
• Once a customer has unsubscribed, there is no way for you or a customer to opt them back into receiving automated reminders.
• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.

Set Up an Automated Email Reminder

In order to use automated email reminders, you will need to set up an automation that tells ServiceCore which job type to watch for and how long after that job is completed to send a follow-up email. You only need to set it up once. After that, ServiceCore schedules a reminder every time that job type is marked complete.

To set up an automated email reminder, follow these steps:

1. Click your name in the top-right corner.
2. Select “Settings.”
3. Click “Automations”
4. Select "Messages."

5. Click the “+ Create New Automation” button. 

   
   
    

6. Enter Automation Name (e.g., Five Year Maintenance Reminder)

7. Trigger, search and select the job type(s) that you would like to trigger this automation. 

   • You can select more than one job type to trigger your overage fee automation. 

   
   
    

8. Job Condition will be Job Completed. This will trigger the reminder to be scheduled each time a selected job type finishes.
   • The reminder will be scheduled each time the selected job type(s) are marked complete. 
9. Select the Timeframe in months or years (e.g., 3 years.)

10. Select whether reminders should be sent on the 1st or 15th of the month using the drop-down menu.

    • Batching reminders to the 1st or 15th keeps your outgoing email volume organized and predictable.

    
    
     

11. Select Customer Email or All Site Contacts as the Recipient(s) of the automated email reminder. 
12. Enter the service name (e.g., Septic Tank Maintenance or Annual Service) for this reminder in the Service Name field. This name appears in the email subject line and body.
13. Review the sample email preview to confirm how the message will look before it goes out.

14.  Click “Save.”

    
    

Your new automation will appear in the automations list. You can edit, pause, turn on, or disable any automation from there.
 

Please Note: If you disable an automation, ServiceCore will prompt you to choose whether to keep already-scheduled emails or cancel them.

Manage Scheduled Reminders

Once a job is completed and an automation triggers a reminder, that reminder appears in your Upcoming emails list. You can review, edit, or delete any scheduled reminder before it goes out.

Edit a Scheduled Reminder

To edit a scheduled reminder, follow these steps:

1. Complete a job that matches one of your automation’s selected job types.
2. Click “Messaging” in the top menu.
3. Click “Email.”
4. Select “Upcoming.”

5. In your list of upcoming emails, click the “Edit Scheduled Reminder” pen icon in line with the reminder you would like to edit.

   
   
    

6. Update Date Scheduled and Recipients.

7. Click “Save Changes.”

   
   

Delete a Scheduled Reminder

To delete a scheduled reminder, follow these steps.

1. On the “Upcoming” tab, click the “Delete Scheduled Reminder” trash icon in line with the reminder you would like to delete.

   
   
    

2. In the window that appears, click “Confirm Delete.”

   
   

Upcoming Email Statuses

Each scheduled reminder has a status that tells you what ServiceCore will do with it. The table below explains what each status means and what action, if any, you need to take.
 

View Unsubscribed Customers

Customers who opt out of automated reminders will not receive future automated emails, but they'll still get transactional emails like invoices and job confirmations. You can see each unsubscribed customer, their reason for unsubscribing, and the date they unsubscribed in the Unsubscribed tab.

To view unsubscribed customers, follow these steps: 

1. Click “Messaging” in the top menu.
2. Click “Email.”

3. Select “Unsubscribed.”

   
   

Review Scheduled Reminders from a Customer Profile

To review scheduled reminders from a customer profile, follow these steps: 

1. Open the customer’s profile.
2. Click the “Notifications” tab.
3. Select “Scheduled Messages.”
4. In the list, you can edit or delete any scheduled message.

TIP: Click “View Sent Emails” in Scheduled Messages to review all sent emails.

 

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!