If you have planned maintenance agreements with customers as well as using ServiceSight to create & control the jobs as you do them, you can also use it to remind you when these jobs are due.

Creating a Reminder

• Select Reminders from the main menu bar at the top of the screen. Note that you could also create new reminders from a customer or contact record screen if you prefer.
• Choose the reminder type from the drop-down list. You can create a specific type for your service reminders so they are easier to track & see in the list of reminders in Settings | CRM | Reminder Types.
• BY default the reminder will be created for you. If you need to change this select another user from the drop down list labelled ‘Created for’.
• Next you can select a priority if needed. There are also two optional user defined reference fields you can use to store other information if required.
• In the Description field enter something like ‘Planned Annual Service – Fire Alarm System’ to remind you what work needs doing. Note that you can add extra notes in the Notes Tab later to flesh out the details if needed.
• Add the customer & contact by clicking on the fields to open a selection screen. Note that if you created this reminder from a customer or contact these fields will already be populated.
• Finally, select the date & time you need to carry out this service i.e. the date it is due.
• Then set the reminder parameters so the system knows when to start notifying you of this upcoming service. In the above example this is set to 5 days before the due date. Note that you can select any parameter here from minutes to years.

As the reminder period falls due a notification will appear for the selected user on the reminder (see screenshot above).

• From the notification list you can delete the notification (but not the reminder) or snooze the notification using the two icons on the right.
• To view the reminder simply click on the text itself. The reminder will open for you to view the details.

Once you have created the service in the system and the reminder has done its job you can either:

• Use the snooze function (the button with three blue Z on it) to push the notification on 12 months (see above screenshot).
• Or, use the ‘Follow up’ button on the reminder screen to create a new reminder (copied from the existing one) for next years’ service and set the date & notification period accordingly.