Default automated reminder settings
Automated service and gas safety reminders are turned on by default in Gas Engineer Software, unlike quote or invoice reminders. This means:
You do not need to change anything for reminders to be sent.
Reminders will be scheduled for all customers with a job address that contains an appliance with a gas service due date in the system, unless they are turned off (globally or for that specific customer).
They are scheduled to send 14 days before the service due date.
A copy of the reminder is also sent to the admin email address.
Customising your automated reminder settings
Options for your automated reminders can be found in your "Service Reminders and Email Templates" settings.
Click here to quickly edit your Gas Certificate and Service Reminders or your Oil Certificate and Service Reminders.
On this page, you can edit everything about your reminders, including:
Whether they are sent out automatically (this is a global setting)
Whether a copy is sent to the admin email
How long before the service due date the email is sent.
The subject line of the email, as well as its content
Tips:
Use the drag and drop tags to fill out dynamic words, such as your customer's name or the specific due date.
You can add attachments to be sent with the email
Adding/changing a service due date
You may need to add or change a service due date if, for example, you are working with a new customer.
The next Service Due Date of a Gas Appliance is shown on the "Job Address" details screen.
To edit the date, simply click into the box and select the new date.
To see the next Service Due Date for Oil Appliances, click on the Oil Appliance Tab.
Note: Issuing a new record automatically updates the service due date, where necessary.
Once finished, click "Save" to keep your changes.
MOT-style gas service reminders
By default, Gas Engineer Software follows the MOT-style reminder system. Landlords can carry out their annual gas safety check in the two months prior to the due date without moving forward their existing annual due date.
This means that if a safety record is issued within this 60-day window, the next service due date will be 12 months from the previous due date.
If a safety record is issued outside of this 60-day window, or if there is no existing due date for the job address, the software will simply add 12 months to the issue date of the record.
These MOT-style changes have been applied since 6 April 2018, according to the amendments of the Gas Safety (Installation and Use) Regulations 1998 (GSIUR).
Service due dates can still be edited manually from the website.
You can edit the issue date of an existing record, and edit the Gas Service Reminder Due Date via the Job Address tab.