Annual boiler services are easy money that walks out the door when nobody remembers to ring the customer. The Service Reminders skill keeps the list for you: every recurring service with a due date, and a nudge to the customer at the right moment, drafted by Mucka, approved by you.
Gas safety certificates do not need reminders here. If you use the Gas Certs skill, cert renewals are tracked automatically from each certificate's next inspection date.
Turn it on
Install Service Reminders from the Skills marketplace in Settings. You'll get a new Service Reminders page in the sidebar under Operations.
Add a reminder
- Open Service Reminders and tap New reminder.
- Pick the client, name the service ("Annual boiler service"), and set when it's due.
- Choose how far ahead to be reminded (a month is the default) and how often it repeats (yearly is the default).
Or just tell Mucka:
"Remind Mrs Patel about her boiler service next March"
What Mucka does with it
When the reminder's lead window opens, a card appears in your actions with a drafted message to the customer. Read it, tweak it if you like, and tap Send reminder. Nothing goes to the customer until you do, that's the same one-tap approval every Mucka action uses.
Sending lots at once
Tick the reminders on the Service Reminders page and tap Review and send. At the top, choose Text or Email. That's your preference, not a filter: each customer gets the one you picked if they have it, and the other one if they don't. The sheet tells you how many are going each way before anything is sent, and shows you the text and the email exactly as the customer will read them.
By text
- Your business name goes on the front of the text and your number on the end, so leave those out of the wording.
- Texts only go out between 8am and 8pm. Outside those hours the sheet won't send them, so come back in the morning.
- Each text comes out of your text allowance. If you run out part way through, the ones that didn't go are listed and stay ready to send again once you've topped up.
- Customers marked do not contact, and customers who've replied STOP, don't get a text.
- A landline can't get a text, so a customer with only a landline is listed as not sent. Give them a ring.
When they text back
If you have the AI receptionist with replies to texts switched on, your reminder texts come from your receptionist number and ask the customer to reply with a day that suits. When they do, the receptionist knows what they're replying about. It offers free times, pencils the visit into your diary, and sends you a card to confirm. The reminder shows as Pencilled until you do.
Without the receptionist, the texts come from Mucka's shared number, which doesn't take replies, so the wording asks the customer to ring you instead.
By email
Each reminder goes to one customer as its own email, even when you send forty from the Service Reminders page in one go. Nobody sees anyone else's address, and nobody else's reply.
The subject names the property, or the customer when there's no property on the reminder, for example "Your Annual boiler service is due — 12 High Street, SY21 7AA". That's what keeps each customer's reply in its own conversation in your inbox. If every reminder had the same subject, Gmail and Outlook would file all the replies together as one thread. Gas certificate renewal reminders work the same way.
When the work's booked in
Open the reminder and tap Mark done (or tell Mucka the service is sorted). A repeating reminder rolls itself forward, done in March means the next one lands the following March, counted from when the work actually happened.
Common gotchas
- No email and no mobile on the client record means Mucka can't send the reminder for you. It'll still raise the card so you can ring them, then mark the reminder done.
- Reminders nudge the customer about a service being due. To book a repeating job into your own diary, use a recurring job instead.
- Cancelling a reminder stops the chasing for good. Marking it done keeps the cycle going.