Service Due Reminder Software - Certificate Renewal Reminder Software

Appointment Reminder Software

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Service Due Reminder, Certificate Renewal and Appointment Reminder Reports

A common Report that users need is a Report of when a Service or Appointment is due or when a Certificate is due for Renewal. Often an Email or an SMS Message or a Customer Letter needs to be sent to all customers who are due a Service or who need to Renew a Certificate or who have an upcoming Appointment.

A reminder often needs to be sent a certain number of days before the Service or Appointment is due or the Certificate needs to be renewed. For example an Email needs to be sent 30 days before a Yearly Service or an SMS Message needs to be sent 60 days before a 2 Yearly Certificate expires.

A Custom Report can easily list all Customers who had a Service 11 months ago or who had a Certificate issued 22 months ago, for example, to show that these are due to be processed again. Or it can show Customers who had an Appointment 5 months ago and are due a 6 monthly appointment in a month's time.

Group of Customers to Send to

When the Custom Report is run from the Reports->Custom Report form, the user can click Add to Group to add all displayed customers to a group. If you run the Report once per month, you could name the group using the name of the month eg February 2014 for Reminders you need to send in February 2014.

Send the Entire Group an Email, SMS or Customer Letter

Then on the Mail Merge menu you can send an Email to each customer in the group or send them an SMS Message or a Customer Letter by selecting Mail Merge, Email Merge or Send Bulk SMS. See Send Bulk SMS Messages, Send Email to a Group and Send Letter to a Group

Service, Certificate or Appointment Reminder Custom Report

The syntax for the Custom Report varies depending on how often the Service, Certificates or Appointments are due, how long before then that you need to remind the customer, and how you can detect when the Service, Certificate or Appointment is due.

For a regular service, if you use the date of the last Invoice for the customer to identify when the last Service was, you can use this report to show all customers who need to be reminded that their Yearly Service is due in 30 days, for example...

SELECT displayid as customerid, companyname, lastname, firstname , what, displaydate, documentnumber FROM customer c, history h where c.customerid=h.customerid and what='invoice' and (year(displaydate)*12)+ month(displaydate) = (year(date())*12)+ month(date()) -11

The above report shows Customers and their Invoices where the Invoice was created 11 months ago. You can add all those customers to a new Group and then send an Email, SMS or Customer Letter to the entire group.

Just change the 11 as required eg to show Customers who were last Invoiced 2 Years Ago less 60 days so we can send them a Reminder, change 11 to 22 to indicate that we want to see entries created 22 months ago.

When created, this Custom Report will be available to run any time from My Custom Reports at the bottom of the Reports menu.

Recording When Services Were Carried Out in the Customer History

If you also Invoice your customers for other work, Invoices created 11 months ago is not a good method for calculating when the next Service is due so you could instead record in the Customer History when a Service is carried out. First, create a new History Type called Service. Just go to Tools->Maintain Templates and click Create New History Entry Type and enter the name Service.

Create Custom History Type

Now on the Customer History page for a customer you can select Service and click Create History Entry to record when a service is carried out.

Record Service in the Customer History

Now you can run a better report to show Services that were carried out 11 months ago instead of Invoices that were created 11 months ago.

SELECT displayid as customerid, companyname, lastname, firstname , what, displaydate, documentnumber FROM customer c, history h where c.customerid=h.customerid and what='service' and (year(displaydate)*12)+ month(displaydate) = (year(date())*12)+ month(date()) -11

Certificate Renewal Reminder Custom Report

If instead you want to run a Report based on the date the previous Certificate was created (and you record a Certificate entry in the Customer History when a certificate is created) you can run something like this...

SELECT displayid as customerid, companyname, lastname, firstname , what, displaydate, documentnumber FROM customer c, history h where c.customerid=h.customerid and what='certificate' and (year(displaydate)*12)+ month(displaydate) = (year(date())*12)+ month(date()) -22

The above report shows Customers and their Certificates where the certificate was created 22 months ago. You can add all those customers to a new Group and then send an Email, SMS or Customer Letter to the entire group.

Appointment Renewal Reminder Custom Report

If instead, for regular Appointments, you want to run a Report based on the date of the previous Appointment you can run something like this...

SELECT displayid as customerid, companyname, lastname, firstname , what, displaydate, documentnumber FROM customer c, history h where c.customerid=h.customerid and what='appointment' and (year(displaydate)*12)+ month(displaydate) = (year(date())*12)+ month(date()) -5

The above report shows Customers and their Appointments where the Appointment was dated 5 months ago. This could be a reminder that a 6 monthly appointment is due being sent 1 month before the appointment is due. You can add all those customers to a new Group and then send an Email, SMS or Customer Letter to the entire group.

How to Use the Custom Reports

Ssee Custom Reports for more information on using Custom Reports.

Summary

Depending on what you store in the Customer History to record when an event has happened such as a Service or a Certificate or an Appointment, it is possible to display entries created a certain number of months ago which you can use to create a Group of customers to send a Reminder to. You only need to run the report once each month as it will always show the entries a certain number of months ago.

Other Custom Reports

There are also over 100 other example reports you can copy from the Custom Reports sections of the Amphis Software Forum - see Custom Reports

More Information

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