In this tutorial, Oliver from Gas Engineer Software walks users through the annual gas and oil service reminder system. By default, customers receive an email 14 days before a service is due, based on the gas or oil service due date entered in the job address menu. The video shows how to select a job address, set or edit gas service due dates, and view oil appliance service dates via the oil appliances dropdown, including choosing a service interval of 6 or 12 months. Users are reminded to click the appropriate save buttons after making changes. Oliver then demonstrates how to customise the reminder emails: accessing the Settings menu, navigating to the service reminders and email templates section, selecting either gas or oil reminders, configuring automatic sending, setting the number of days before the due date, and editing the subject line and body. He highlights the use of template variables (e.g., customer name) that are substituted in the final email. Finally, he provides support contact options—email, in‑app chat, and phone—encouraging users to reach out for further help.
Chapters
Hi everybody, Oliver here from Gas Engineer Software, here to quickly run through how the annual gas and oil service reminders work through the software. So by default, your customers will receive an email 14 days before either their gas or oil service is due. The date that goes out is decided by either the gas service due date or the oil service due date set in the job address menu. So we'll go to the job address menu here on the web portal, and we'll select our job address from the list here. The gas service due date will be visible right away. That's in the box underneath the postcode box here. If you haven't set one, be sure to do so by clicking it and selecting a date from the drop-down menu. And if you'd like to check the date of the oil appliance service, you will need to check in the oil appliances drop-down menu here. So click that and then select the oil appliance you'd like to check by clicking on it in the list here. As you can see, the service due date is set here and the service period is set to every 6 months. Depending on your needs, you can also set that to 12 months in the software. That will also dictate how often these reminders go out to your customers. Make sure if you make any changes on this menu that you click the save button at the bottom of the screen. And if you've added a gas service due date at all, be sure to save that as well by clicking the green save button here. If you'd like to customize the reminder emails themselves, you can do so in the settings menu on the web portal. So go up to the right-hand corner here and click settings, and then manage on the service reminders and email templates box. On this screen here, scroll down to either the annual gas service reminders or the oil service reminders, depending on which one you need to edit. In this case, we'll use the annual gas service reminders. And on the screen, you can decide whether or not you want the email to be set automatically using this dropdown menu here. You can send a copy to yourself with this button. You can set the number of days before the service due date that the reminder is sent. And then you can customize the subject line and the body of the email itself. While you're editing the body of the email, you can select from any of these variables down the right-hand side. And in the final email that your customer receives, they'll be substituted in with the correct information. For instance, where it says "Hi: Customer," the "Customer" section will be replaced with the name of the customer. Once you're happy with the changes you've made, click the green Save button as always, and you're taken back to this menu. So that's a basic rundown of the way these service reminders work. If you feel you need further information or you just want to ask a couple of questions, do feel free to get in touch with us directly. You can email us at support@gasengineersoftware.co.uk. You can message us through our in-app chat by clicking the speech bubble icon in the bottom right-hand corner of the screen. Or you can phone us on 0207 129 7058 and we'll do our best to help. Thank you very much for watching.
