Appointment Reminder Software for Servicing and Maintenance

Want to book more repeat jobs? Offering great customer service with powerful appointment reminders are a great way to ensure clients work with you again and again. Appointment reminder software takes it even further, offering the ability to easily personalize and automate messages. Leave manual appointment reminders in the past and give your office staff a leg up on your competitors. 

Let’s walk through how to send reminders through a variety of methods with Commusoft’s appointment reminder software!   

What are Appointment Reminders?

Appointment reminders are communications sent to a customer regarding an appointment. These are usually an email or text message. 

Appointment reminder software impacts your customers at several touchpoints, ensuring that your communication is streamlined and appointments go as planned. 

They’re also fantastic when prompting customers to schedule yearly appointments (like annual maintenance), to guarantee that they choose your business for that maintenance – and not your competitors.

INITIAL APPOINTMENT CONFIRMATIONS

When your team books an appointment for a job, Commusoft automatically sends a confirmation to the customer with relevant job details. 

This includes the date and time of the appointment, location of the job site, and type of appointment. While these details may seem obvious, they’re especially helpful for multi-property clients. 

Further, reminding customers of the date and time of their appointment decreases the risk of them forgetting or double-booking. This level of attention is a win-win for both parties; your team will encounter less no-show jobs, and customers will benefit from a great experience with your company.

 

REMINDER OF UPCOMING APPOINTMENT

While the initial confirmation is a good first touch point, an additional reminder is often necessary, too. 

This is especially the case when a job has been planned for a long time. A friendly reminder on the morning of an appointment (or 24-48 hours before) helps make sure that your technicians will have access to the property.

Some of the best appointment reminder software, like Commusoft, can automate this process; making this one less thing your staff need to worry about.

 

PROSPECTIVE MAINTENANCE REMINDER

If your business regularly maintains assets (annual maintenance, 6-monthly service checks, etc.), it may be beneficial to send a reminder to the customer to book maintenance appointments. 

This helps you retain more service business, reduces the number of emergency call-outs, and lessens the chance they turn to your competitors. 

Reduce Admin With Automation

Commusoft sends job reminders for you; so your office team can work on other tasks. All you have to do is check the box when scheduling a job and our appointment reminder software does the rest! 

For recurring maintenance appointments, Commusoft automatically sends these based on the time frame you set up. It’s up to you: your team can create and customize as many service reminder templates as you need. Even more, You can choose how reminders are sent on a customer-by-customer basis, allowing you to pick from email, text message, or mail. Learn more about Service Reminders best practices.

Communicate Your Way, With Templates

How you communicate with customers is important to their overall experience as well as the reputation of your company. You want your appointment reminders to be polite, friendly, yet professional. 

Commusoft makes this easier to achieve with templates for emails, text messages, and mail. 

You can customize what each type of appointment reminder says, plus easily personalize the content to the customer by using personalization tags. These tags allow you to add specific customer data into the reminder, like the appointment date and time, customer name and address, and more, to offer relevant information every time.

Each personalization keeps you memorable to customers; this is huge. When you show customers how much you care, they’ll be more likely to keep coming back.

Appointment Reminder Software Enhance Maintenance Appointments

Appointment reminders software makes it easy to create job reminders for any recurring maintenance. These let your customers know when that maintenance is due. 

When you install a new asset that will require follow-up maintenance or service an asset for the first time, you can mark the job as a “service job” in Commusoft. This automatically creates an appointment reminder for the service, which will be sent at a suitable time frame for that type of job (e.g. monthly, 6-monthly, annually).

The next time maintenance is due, Commusoft automatically creates and sends an appointment reminder to the customer; no need for your office staff to scramble to remember. Customers appreciate the friendly reminder, as it helps them keep their assets maintained and working.