What is Automatic Service Renewals?
The Automatic Service Renewals feature in Nexus Service Manager is a powerful tool designed to help you retain customers and generate repeat business. It automatically sends email and/or SMS reminders to your clients when their next service is approaching, based on the service history recorded in the system. This proactive communication helps ensure customers remember to book their follow-up appointments or maintenance.
Why Use Automatic Service Renewals?
- Increase Customer Retention: Gentle reminders keep your business top-of-mind and encourage customers to return to you for subsequent services.
- Boost Service Revenue: By prompting customers for timely follow-up services, you can secure future bookings and maintain a steady workflow.
- Improve Customer Experience: Clients often appreciate reminders for important maintenance, viewing it as helpful customer service.
- Automate Communication: Saves your staff time manually tracking and contacting customers about upcoming service needs.
How Does it Work?
The Automatic Service Renewals calculates the next service due date by the Renewal period set on each service within a job and whne the job was booked in on the schedule. Depending on the Job type the system will send out reminder emails and SMS messages to the customer. These emails and SMS message can be set to send 30 days, 15 days, 7 day before or after the service is set.
Configuration Settings
You can configure Automatic Service Renewals under: Admin > Advanced Settings > Scheduling & Services Management > Automatic Service Renewals
1. Main Settings:
Enable Automatic Service Renewals: (Toggle Switch) This is the master switch. The entire feature must be enabled here to function.Hour to send Service Renewals: (Number, 0-23) Enter the hour of the day (in 24-hour format) when you want the system to dispatch the email/SMS reminders. For example, 20 means 8:00 PM.BCC Email Address: (Email Address or 0) Enter an email address here if you want to receive a blind carbon copy (BCC) of every reminder email sent. This is useful for monitoring and record-keeping. Enter 0 or leave blank to disable BCC. Click Save after changing.Enable test mode: (Toggle Switch) Highly Recommended for initial setup and testing. When enabled, reminders are not sent to actual customers. Instead, they are sent to the Test Email Address and Test Mobile Number specified below.Test Email Address: (Email Address or 0) The email address that will receive all email reminders when Enable test mode is active. Enter 0 or leave blank to disable test emails. Click Save after changing.Test Mobile Number: (Mobile Number or 0) The mobile number (use format like 04XXXXXXXX) that will receive all SMS reminders when Enable test mode is active. Enter 0 or leave blank to disable test SMS. Click Save after changing.
2. Email Reminder Configuration:
Navigate to Admin > Job Type. Each job type can have it own set of emplate or turned off.
Enabled Email Automatic Service Renewals: (Toggle Switch) You must enable this in addition to the main toggle if you want to send email reminders.- Reminder Slots (1-6): You can configure up to six different email reminders based on timing relative to the service due date.
Email template: Select the pre-defined email template (created Email Templates) to be used for this specific reminder.days before due: Enter the number of days relative to the service due date when this email should be sent.
- Positive numbers (e.g.,
30) mean days before the due date.
0 means on the due date.- Negative numbers (e.g.,
-7) mean days after the due date (useful for overdue reminders).
3. SMS Reminder Configuration:
Navigate to Admin > Job Type. Each job type can have it own set of emplate or turned off.
Enabled SMS Automatic Service Renewals: (Toggle Switch) You must enable this in addition to the main toggle if you want to send SMS reminders. (Ensure you have SMS credits/integration configured in Nexus).- Reminder Slots (1-6): Similar to email, you can configure up to six different SMS reminders.
SMS template: Select the pre-defined SMS template (created SMS Templates) for this reminder.days before due: Enter the number of days relative to the service due date (works the same as email: positive=before, 0=on due date, negative=after).
How to Use It (Steps):
- Create Templates: Create your desired Email and SMS reminder templates within Admin > EMail Templates and SMS Templates.
- Configure Email/SMS Reminders in Job Types:
- Enable the
Enabled Email/SMS Automatic Service Renewals toggles if you want to use them.
- For each reminder you want to send (e.g., 30 days before, 7 days after):
- Select the appropriate
Email template or SMS template.
- Tick the
Send checkbox.
- Enter the desired number of
days before due.
- Main Settings: Go to
Admin > Advanced Settings > Scheduling & Services Management > Automatic Service Renewals.
- Configure Main Settings: Set the
Hour to send, and optionally the BCC Email Address.
- Enable Test Mode: Turn
Enable test mode ON. Enter your Test Email Address and Test Mobile Number. Click Save for each.
- Test: Monitor your test email inbox and mobile phone at the specified
Hour to send (you may need to wait until the next day for it to run). Verify you receive the test reminders as expected. You might need to have sample jobs with recent due date and appropriate job types in the system for testing.
- Go Live: Once you are satisfied with the testing, disable
Enable test mode and click Save again on the main settings. The system will now send reminders to actual customers based on their service history and your configuration.
- Monitor: Periodically check the BCC email (if configured) to ensure reminders are being sent correctly.
Updated: 24 April 2025