Create Service Reminders

Service Reminders help you keep track of when a customer is due for their next service, whether that's a septic pump, a grease trap cleaning, or any other recurring job. Set one up once, and ServiceCore will flag it for you when it's time to reach out.

Service Reminders are separate from Automated Email Reminders. Service Reminders are a manual, internal to-do list that reminds you to contact a customer yourself. Automated Email Reminders automatically send a follow-up email to your customer after a job is completed, with no manual outreach required. If you're looking to automate customer emails, check out this article on Automated Email Reminders instead.

Before You Start

Here are a few things to know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• You'll need an existing customer to create a Service Reminder for.
• Reminders can be daily, weekly, monthly, or yearly at varying frequencies.
• Service Reminders can optionally be tied to a specific Site and System, if the reminder is for a system like a septic tank or grease trap.

Create a Service Reminder

Creating a service reminder starts from a customer’s profile.

To create a Service Reminder, follow these steps:

1. Add a Customer or go to an existing customer’s profile.
2. Click the "Notifications" tab.
3. When you click “Notifications” the subtab “Reminders” will open.

4. Click the "Create New Reminder" button.

   
   
    

5. Search for and select a Site, if this reminder is tied to a specific location. You can also click "add a new site" if the site doesn't exist yet.
6. Select a System from the dropdown, if this reminder is tied to a specific system, like a septic tank. You can also click "add new system" if the system doesn't exist yet.
7. Enter the Last Serviced Date.

8. Enter a number in the Reminder Frequency field, then select the unit: Days, Weeks, Months, or Years.
    

   Please Note: ServiceCore uses the Last Serviced Date and Reminder Frequency to automatically calculate the Next Reminder Date. You'll see this update as you adjust either field.
    

9. Add any relevant details in the Reminder Notes field, like "call customer" or "confirm pump size."

10. Click "Add New Reminder."

    
    
     

Your newly created reminder will be listed under the Reminders sub-tab on the customer's profile.
 

Manage a Service Reminder 

Once a Service Reminder is created, you can act on it directly from the customer's profile.

1. Open the customer's profile.
2. Click the "Notifications" tab.
3. When you click “Notifications” the subtab “Reminders” will open.
4. Click the dropdown next to the reminder you want to update.
5. Select "Customer Contacted," “Edit Reminder,” "Create Job," or "Delete Reminder."
    

TIP: You can also jump straight to a customer's reminders from the top of their profile. If they have any reminders, you'll see a "Reminders" count near the top right of the page. Click the hyperlinked “Reminders” to open the Notifications and Reminders section directly.
 

View All Service Reminders

There are 2 ways to view all your Service Reminders across every customer:

1. From your Dashboard, click on the "Service Reminders" tile.

   
   
    

2. Click "Reports" in the top menu, and open the Service Reminders Report  in the Log Reports section.

   
   

Both options take you to the same Service Reminders report, where you can see every reminder across your account in one place.

1. Use the Date Range filter to view reminders for Today, the last 1 Month, All time, or a custom range using the From and To fields.
2. Use the Search bar to find a specific customer's reminder.
3. Click "Sort by" to change how reminders are ordered.
4. Click on a reminder's action dropdown to mark it Customer Contacted, Create Job, or Delete Reminder, without leaving the report.
5. Click "Print address label" if you want to download and print address labels for your reminders onto an Avery label template.

Please Note: The report also shows how many times a reminder has been missed, in the Missed column. This can help you spot customers who've fallen through the cracks on a recurring service.


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!