🛎️Note: Service Reminders are available for Grow and Enterprise Plans only. If you are interested in upgrading your plan, get in touch with us.
Our Service Reminder feature will send your customer an email and a text message reminder when their next service is due.
Service reminders can be created manually, or automatically through the use of last order based rules, or in bulk using a formatted spreadsheet.
Manually Creating Service Reminders
You can manually schedule a service reminder for any customer who has both an email and phone number saved in their profile.
Here’s how to do it:
Go to the Reminders page in your dashboard.
Click the teal "New Reminder" button in the top right.
Choose a customer from your existing list, or add a new one.
Select the service they’ll need next, choose the reminder date, and (optional) enter their last service date or add internal notes.
Click "Create Reminder" to schedule it.
On the scheduled date, Boatyard will automatically send the reminder at 9:00 AM local time via email and text message.
🛎️ If the customer has both a primary and secondary email address on file, the reminder will be sent to both.
Creating Rule Based Service Reminders
You can create a rule that automatically sends a reminder after a set time following a completed order.
To create a rule:
Go to the Reminders tab in your left-hand menu.
Click the “Rules” button in the top right, then click “Create New Rule.”
Choose the service you want to trigger the reminder.
Enter a Display Name — this is what the customer sees (e.g., "Bottom Cleaning" instead of "Job #1").
Set the time interval for the reminder (e.g., 2 weeks after completion).
(Optional) Exclude any customers you don’t want to receive this reminder.
Click “Create.”
Once a service order is completed (manually or after payment), the system starts the countdown based on your rule and sends the reminder automatically.
Managing Rules:
Use the toggle to turn rules off/on (disables future reminders without deleting existing ones).
Click the pencil icon to edit a rule, and choose whether to apply changes to existing or future reminders only.
You can also delete a rule.
Bulk Importing Service Reminders
If you need to schedule a large number of service reminders at once, you can use Boatyard’s bulk import tool — available on Grow and Enterprise plans.
How it works:
Download the service reminder template:
📋 service_reminders_template.xlsxFill out the required fields:
First Name
Last Name
Email
Phone
Boat Make, Model, Length, Year
Reminder Date
Service
Go to the Reminders tab and click the blue "Bulk Import" button in the top right.
Upload your completed spreadsheet.
✅ Once uploaded, you’ll see your scheduled reminders listed in the dashboard. Boatyard will send an email and text to each customer on the scheduled date at 9:00 AM Local Time.
Important Notes:
If a customer has both a primary and secondary email, both will receive the reminder.
If your file contains errors, Boatyard will flag them. Fix the data and re-upload.
Need help? Use the in-app chat bubble or reach out to your Customer Success Manager.
What does my customer receive?
Your customer will receive an email and a text message to their phone reminding them that their service is due.
In the notification, there will be a button that they can click to take them to our service reordering screen.
All their information is preloaded into the order, so all they need to do is add any special instructions and then click 'Request Service' button.
The order will be sent to your dashboard, and you will receive an email notification (the same way you do when you get a new order from the mobile app).
All you need to do is accept the order and schedule their service!
Can I delete Service Reminders?
To delete a reminder, you can click on the trash can icon on the right side of the reminder.
How do I know what reminders are being sent out?
Click on Reminders in the side menu.
You have two tabs in the Service Reminders screen. The first is scheduled reminders, which shows you all the reminders that you have scheduled to send.
How do I know what reminders have been sent out recently?
Click on Reminders in the side menu.
You have two tabs in the Service Reminders screen. The second is Sent Reminders, which shows you all the reminders that have been sent.
I have a reminder in my list, but I want to send it now. How do I do that?
To send a reminder immediately, you can click on the "Send Now" link to the right of the reminder.
Next, click confirm to confirm that you want to send the reminder to your customer.