Overview

Service Reminders allow you to:

Define repeating services (e.g. annual boiler servicing)
Automatically email customers when a service is due
View upcoming and overdue reminders
Convert reminders into new jobs when ready

This helps you generate repeat business and stay on top of ongoing maintenance work.

How Service Reminders Work

You create a Service Template for a repeating service.
When completing a job, you create a Service Reminder.
Fergus tracks when the next service is due.
A reminder email can automatically be sent to the customer.
You can create a new job when the customer is ready to book.

Creating a Service Template

Service Templates define how your recurring services operate.

To create a Service Template:

Go to Settings ⚙️
Select Service Templates.
Click Create Service Template.
Configure:
- Service frequency (e.g. every 12 months)
- Lead time (how many days before the due date the reminder is sent)

Note: Each Service Template automatically creates its own email template which can be edited by following the link beside your service reminder template, or by using the standard Fergus email template editor (head to settings ⚙️ → email → email templates)

Editing a Service Template

You can edit an existing Service Template at any time to adjust the service frequency or reminder lead time.

To edit a template:

Go to Settings ⚙️
Select Service Templates
Click the pencil icon beside the relevant template, and make your changes.

What Happens When You Edit a Template?

Editing the Service Frequency only affects future Service Reminders created using this template. Existing reminders will not be changed.
Editing the Reminder Lead Time affects both future reminders and any existing pending reminders that have not yet been sent.

This allows you to refine how often services occur and when customers are notified, without disrupting reminders that have already been actioned.

Creating a Service Reminder from a Completed Job

You can create a Service Reminder when completing an installation or service job.

For example:
If you install a heat pump, you can set a reminder to service it in 12 months.

To create a Service Reminder:

Open the completed job.
Select Create Service Reminder.
Choose the relevant Service Template.
Confirm the next service date.

You can choose whether the reminder email is sent automatically.

Service Reminders are visible from the Job Card header.

Automated Reminder Emails

If enabled, Fergus will automatically send an email to the customer based on:

The service due date
The lead time set in the Service Template

This gives customers advance notice that their service is due.

Customers can click the button in the email to accept the service.

Viewing and Managing Service Reminders

You can view current and upcoming Service Reminders via the list view on the home page.

Upcoming: Shows reminders starting from two months before the reminder email is due to be sent.
Due: Shows reminders after the reminder email has been sent. Remains here until the customer accepts or the status is manually updated.
Accepted: Shows reminders that have been accepted by the customer, or manually marked as accepted, and are ready to be created as jobs.

Each reminder has a status to show its progress (pending, due, accepted).

This gives you visibility over: