Sending reminders via text message in iGEO

Sending reminders via text

We introduce exclusively one of the great features of 2022: sending reminders via text message in iGEO. Both your office clerks and technicians will be able to easily send a reminder to your customers via text message, so that they don’t forget the date and time of the service planned for the next day, and to let them know an employee is on their way.

As we always say on our blog posts, the quality and efficiency of many of the launched features will depend on the data you have entered in iGEO. Next, we will explain how reminders are sent via text message. We will also present a practical example so that you may see it in detail.

Setup of text message reminders

First, we will show you text messages’ generic configurationFor that, you will need to click on Settings > Company > Emails/text messages. Here, you will see there is a new tab: ‘text messages’.

Text message tab on company’s settings - Sending reminders via text

Text message tab on company’s settings

When clicking on the tab, you will get these two options:

  • Setup of the reminder’s text from the office
  • Setup of the arrival text message from the Technician Portal

Setup of the reminder’s text from the office

This is a generic configuration that may be predesigned to send reminders via text message from the office the day before the service’s execution. In order to generate the text, you must click on the ‘Edit’ button and write the message.

Please bear in mind that there are a set of variables that may be added to the text itself, which will later display the real information entered in iGEO. That is, if you enter in the text the variable ‘${fechaYhoraPrevista}’, the message to be sent will replace it with the real date and time set in the work order.

Setup of the arrival text message from the Technician Portal

This will be the text message the technician will send before leaving for the premises; thus, the customer will be alerted to get ready for the visit. The configuration of that text is identical to that of the message sent from the office.

Text message configuration on the company’s settings module - Sending reminders via text

Text message configuration on the company’s settings module

Furthermore, it is crucial to pay attention to the field called ‘text messages’ sender name’. That will be the name to be displayed as the sender of the text message received by the customer. If your company’s name exceeds 11 characters, or if this field is left blank, your business’s domain will be displayed by default.

Real reminder sent to a mobile phone number via text message

Real reminder sent to a mobile phone number via text message

Setup of the mobile phone number to which the reminder is sent via text message

Once the initial configuration is completed, you will need to go to the venue’s sheetYou will enter the mobile phone number to which the reminder will be sent via text message in the following section:

Setup of text messaging from the venue

Setup of text messaging from the venue

Please bear in mind that the format of the mobile phone number must be the following: (+country code)(mobile phone number): E.g., +447700XXXXXX. You must write it joined and preceded by the corresponding country code, as shown in our example.

Setup of automatic reminder text messages

You will see there is an option called ‘automatic text messaging’.

Enabling automatic reminder text messages

Enabling automatic reminder text messages

When enabling this option, a field will be displayed. There, you need to select the text message’s time to schedule it.

In the following example, we have selected ‘5pm’. This means that, on the day before the service at 5pm, an automatic text message will be sent to the customers, without you having to do so manually.

There is only one detail you need to bear in mind: whenever you select a time, there must be a 24-hour margin minimum between that one and the execution time, so that automatic messaging may become effective.

Manual text messaging to customers from the office

Once you have set up those two sections, you will have the chance to send a reminder via text message for all the work orders pending execution in that venue. E.g., if you go to the WO’s sheet, you will find on the information of the customer/venue a green button called ‘text reminder’.

‘Text reminder’ button on a work order’s sheet

‘Text reminder’ button on a work order’s sheet

Obviously, a reminder text message may be sent to those work orders whose status is one of the following: ‘proposed’, ‘pending confirmation’ or ‘confirmed’When clicking on ‘text reminder’, the predefined message will be displayed again on settings.

Sending reminders via text

Once the text message is ready, you must click on ‘send text message’ so that it becomes effective. Afterwards, a green message will confirm it has been successfully sent.

Text message successfully sent

Text message successfully sent

Manual text messaging to customers from the Technician Portal

Technicians will also have the option to send reminder text messages to customers. Its goal is that, once they are to start their trip to the venue, they send a text message to let them know they are on their way.

It is quite easy to use: on the menu called ‘day’s jobs’, they will be able to send a text message with a single click.

Daily jobs

Daily job list

For that matter, you must click on the green button ‘arrival notification’.

Arrival notification button

‘Arrival notification’ button

Thus, they will be able to review the text message and send it to the customer.

Text message sent from the Technician Portal

Text message sent from the Technician Portal

Mass reminder text messaging

This feature is based on a simple process to send mass text messages to customers. Thus, you will avoid the need to access each of their profiles to do so.

To send mass reminders via text message, you will need to follow this path: Planning > Word orders > Pending assigned WOs.

List of work orders pending assignation

List of work orders pending assignation

On this list, first you will have the option to filter between the different concepts in the table (customer, postcode, city, line of business, business area, etc.). Afterwards, you will be able to click on the option displayed on the left, beside each of the work order’s number.

Thus, you will be able to select those work orders of your choice. In the upper right corner, the blue button called ‘Actions’ will display the option ‘text reminder’.

Mass selection of work orders to text reminders

Mass selection of work orders to text reminders

Next, a table containing the selected work orders will be shown. There, you will see the text message for each WO.

Text reminder to customer

If you agree, you will click on the green button ‘send text message’.

These are the three channels to send reminder text messages. It is very important to use this feature to reduce to the fullest some unforeseen circumstances that sometimes happen with some customers.

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