Skip to content
InstallPass

Customers and bookings 2 min read

Service and warranty reminders

How InstallPass sends service and warranty reminder emails, who receives them and how to keep your dates accurate.

Reminders bring customers back to you at the right time, without you keeping a diary of every install.

How reminders work

Every morning at 07:00, InstallPass checks every unit your company has registered. It sends a reminder email when:

  1. A service is due within 30 days.
  2. A service is 14 days overdue.
  3. A warranty ends within 60 days.

Who gets the reminder

  • The customer, if they gave an email address and opted in to reminders. They can book you from the email.
  • Your company, if the customer didn't give an email address or didn't opt in. The reminder goes to your company email, so you can phone or WhatsApp the customer yourself.

Make sure your company email in Settings is an inbox someone checks every day. See Set up your company.

Keep your dates accurate

Reminders are only as good as the dates behind them.

  1. Set the right service interval when you register a unit. Follow the manufacturer's recommendation or your own standard for that type of unit.
  2. Check the next service date on the unit page. If it's wrong, click Edit and fix it.
  3. Enter the warranty months correctly for both the installer warranty and the manufacturer warranty.
  4. Log every service. When you log a routine service, InstallPass moves the next service date forward by the unit's service interval.

If you do a service but don't log it, InstallPass still thinks the unit is due. The customer, or you, will then get reminders that aren't needed. See Manage your units.

Following up reminders sent to you

When a reminder comes to your company email:

  1. Open the unit in InstallPass.
  2. Check the service history and install notes.
  3. Call or WhatsApp the customer and offer a visit.
  4. After the job, click Log service on the unit.

You can also work from the Units list. Filter by Overdue or Due soon to see everyone who needs a call.

Warranty reminders

A warranty ending within 60 days is a good reason to get in touch. Offer the customer a check-up before the warranty runs out, so any problem can be sorted while it's still covered.

Consent

Only record that a customer wants reminders if they've agreed to receive them. Ask them when you register the unit. See Customers and POPIA.

Tip: If customers tell you reminders arrive too early or too late, check the unit's service interval and next service date first. In most cases one of them needs updating.

If reminders aren't arriving

  • Check that the customer's email address is spelt correctly on the unit.
  • Ask the customer to look in their spam or junk folder.
  • Check the next service date. If it's far in the future, no reminder is due yet.
  • Check your company email in Settings, for reminders that should come to you.

From the blog

Guides for installers who want repeat work

All articles
An electrician in a hard hat and checked shirt reading a message on his phone
Business Growth 3 min read

What one repeat call-out is worth: the numbers behind service work

A new install is a one-off. The services that follow it are not. Here is how to work out what a customer who keeps calling you is actually worth.

19 Oct 2026Read
An installer in a high-visibility jacket working on equipment inside a wall cabinet
Trade Guides 3 min read

Security and CCTV installers: turning alarm and camera installs into service work

Alarm batteries go flat, recorder drives fill up and cameras drift out of focus. Here is how to make sure the call comes to you when they do.

19 Oct 2026Read
A woman in a hat and denim jacket sitting on her sofa at home, reading her phone
Homeowner Tips 3 min read

A home equipment register: what to keep for your geyser, inverter and gate motor

Every house has a handful of units that need servicing, carry a warranty and come up when you sell. Here is what to keep for each, and where to keep it.

19 Oct 2026Read

In their words

What installers say about it

Read more

The same story in every trade: a tag that stays on the unit is what brings the next job back to the person who fitted it, years after the invoice was paid.

Example
Three geysers I fitted in 2023 came back to me this winter instead of going to whoever was cheapest on Google. The tag was still on the pipe and they scanned it.
Thabo MokoenaOwner, Mokoena Plumbing Works · Randburg
Example
The rating plate photo doing the typing is the part my guys actually use. Before this, half the job cards came back with the serial number missing.
Riaan van NiekerkOperations manager, Van Niekerk Solar · Centurion
Example
A customer phoned about a warranty claim from two years ago. I had the certificate of compliance and the install date on screen before she finished the sentence.
Naledi DlaminiOwner, Dlamini Electrical · Durban North

Every install, on record.

Start your free trial and tag your first unit today. Fourteen days of every Pro feature, on real installs. If the bookings do not come back, you have lost nothing but an afternoon.

Book a demo

No card needed · 10 free self-print tags