Tulloch PriestCo-founder, Gas Engineer Software · Co-founder of Gas Engineer Software

How to Generate A Service Reminder Report on Gas Engineer Software

24 Mar 2025 · 2 min

Watch on YouTube

2:20

The video provides a step‑by‑step instructional walkthrough for creating a Service Reminder report using the Gas Engineer Software web portal. It explains that the report helps users quickly identify customers with upcoming or overdue service dates and provides their contact details for email, SMS, or postal reminders. The presenter guides viewers through logging into the portal, selecting the Reports menu, choosing the gas (or oil) option, and clicking Create. Within the report creation window, users can view job addresses, customer names, contact numbers, email addresses, and service due dates. A date‑range filter, with an optional "ignore year" toggle, allows targeting specific months regardless of year. After setting the desired range, clicking Export Report downloads a CSV file that can be opened in Excel or Google Sheets to view all selected properties. For postal communication, users can click Print All Customer Letters or Print All Tenant Letters, which generate pre‑filled letters based on the Annual Gas Service Reminder email template. The template can be edited via Settings → Manage → Service Reminders and Email Templates → Edit under Annual Gas Service Reminders. The video concludes with support contact details (phone and email) for further assistance.

Chapters

In this quick video, we'll show you how to generate a Service Reminder report in Gas Engineer Software. This report can be used to quickly identify which of your customers has an upcoming service due date or haven't had their appliance serviced in quite some time and provide you with their contact details. Reminders can be sent via email or SMS, but not all of your customers will check their inbox and some might not even have an email. To generate the report, you'll need to head to the web portal on your browser. Once you've logged in, click the Reports button in the top menu. Here there are two options: one for gas and one for oil. The process is the same for both. In this example, we'll walk through creating a gas servicing report, so we'll click Create here. In this window, you'll see all of the job addresses which have a service due date set in the software. You'll also be able to see the customer, contact number, email address, and the service due date. Just above this is a date range filter. This allows you to generate a more specific report for, let's say, all your customers that have a service due date within June or July. This toggle allows you to ignore the year, so it could be this June or next June. To generate the report, click Click Export Report, and a CSV file will be downloaded onto your computer. You can open this file in Microsoft Excel or Google Sheets, and it will show all the properties for your selected date range, together with all the contact details and due date. If you want to send your customers a letter through the post, you can click Print All Customer Letters and Print All Tenant Letters to download a file with everything already written. Simply print and post. The contents of the letters are generated from your gas service reminder email template, which can be edited in your settings. To do that, click on Settings, Manage under Service Reminders and Email Templates, and then Edit under Annual Gas Service Reminders. We hope that helps. For any additional questions, don't hesitate to get in touch with us by ringing 0207 129 7058 or emailing support@gasengineerssoftware.co.uk.