Service reminders
Email customers about work they declined and about recurring services that are due again, on a schedule you control per store.
Service reminders turn two things you already know into follow-up: work a customer declined at their last visit, and recurring services such as oil changes that are due again. Flux records both automatically when an invoice is closed and emails the customer on the schedule you set.
Pro plan: Service reminders are included with Pro. Declining lines and the Deferred Work panel are available on Standard and Pro; see Deferred work.
Note: Automatic sending is not switched on yet. Reminders are recorded from the moment you invoice, so nothing is lost: when sending is enabled they will go out on the cadence you set. Until then, use the Deferred Work panel and the Declined Work report to follow up by hand, and the Send test email to me button to preview the email.
What gets recorded #
- Declined work. Every line the customer declined on an invoice becomes a reminder for that vehicle. The first email goes out after the first step of your cadence (30 days by default), then again at each later step until the work is done, the customer unsubscribes, or you dismiss it.
- Recurring services. When an invoiced line matches one of your recurring-service keywords (for example "oil"), a reminder is scheduled for that vehicle after the interval you set (for example 90 days). Doing the service again resets the clock.
A customer never gets more than one reminder email per day. If several vehicles or services are due, they are bundled into one message.
Turning reminders on for a store #
- Open Settings, scroll to Service Reminders, and tick Send reminder emails for this store.
- Set the Declined-work reminders cadence as a comma-separated list of days after the visit, up to six steps. The default is
30,60,90. - Set Send between to the hours, in the store's local time, when emails may go out. The default is 09:00 to 17:00.
- Enter a Sender name (customers see "Your Shop via Flux Shop Manager") and a Reply-to email. Both default to the store's name and email.
- Optionally add a Booking link. With one, the email has a Schedule service button; without it, the email shows your phone number.
- Click Save reminder settings.
Each store has its own settings, so a multi-store organization can turn reminders on location by location.
Recurring services #
Under Recurring services, click Add Recurring Service:
- Service: the name shown to the customer, such as "Oil change".
- Remind every N days: the interval, from 1 to 3650.
- Keyword to match on invoice lines: case-insensitive text that an invoiced line's description must contain. Keep it short and specific ("oil", "rotation", "inspection"). Each store can have one rule per keyword.
- Active: untick to pause the rule without deleting it.
Deleting a rule leaves customers who are already scheduled for it on their existing reminder.
What the customer receives #
The email is from your sender name "via Flux Shop Manager" with your reply-to address, titled "Service reminder from {your store}" and naming the vehicle when there is one. It greets the customer by first name, lists what was recommended at your last visit and not yet done with the quoted amount, then anything due now with the date it was last done, and ends with the booking button or your phone number, your address, and an unsubscribe link.
Use Send test email to me to see it with sample content. Save your settings first if you changed the sender name or reply-to.
Customers who opt out #
The unsubscribe link in every email stops reminders for that customer. Staff can also dismiss individual reminders from the Deferred Work panel.