Maintenance Reminders lives inside the AI Re-engagement hub, on the "Maintenance" tab (alongside Cold Quotes, Deferred Work, Churn Risk, and No-Shows — five different signals for "which customers are slipping away," each with its own tab). It looks at your shop's active ceramic coating and PPF warranties, finds the ones whose annual inspection is overdue or coming due soon, and drafts a short, personalized reminder message for each customer — one you review, edit if you want, and send yourself. Nothing goes out on its own: every draft sits in an editable text box with a copy button and a "Send as Blast" shortcut that hands the message to your normal Blasts composer. The tool never sends, books, or enrolls anyone by itself.
Turning it on
Maintenance reminders are off by default. Before the tool finds anything, you need to turn on maintenance-due tracking under Settings > Notifications, in the Recoat & Inspection Reminders card. That's where you flip the "Enable recoat / inspection reminders" switch on, and where you set two things yourself:
- How far ahead you want the heads-up — a lead-time window (defaults to 30 days) that determines when a warranty first counts as "due soon" rather than just "on the calendar."
- Your default maintenance cadence — how often a warranty needs a check-in if the specific coverage tier or film doesn't already specify one (defaults to annual).
Both are your settings to tune per shop; the tool respects whatever you've set here rather than a fixed schedule.
Drafting and reviewing reminders
On the Maintenance tab, pick a channel (SMS or Email — this affects both the tone/length of the drafted message and which customers are eligible, since it automatically skips anyone who's opted out of texts or marketing email), optionally widen the "look ahead" window to pull in inspections further out than your standard lead time, and set a cap on how many customers to draft for in one pass (up to 50). Tap Draft maintenance reminders.
The results list shows one card per customer: their name (linked to their customer record), vehicle, a status badge (overdue vs. due in some number of days), a one-line reason they're being surfaced, and the drafted message itself in an editable box. For each customer, the tool also pulls their last real service date — from their most recent completed appointment, or their most recent paid invoice if there's no matching appointment — so the context behind the reminder reflects actual shop history, not a guess.
From there you can edit the text directly, copy it, or click "Send as Blast" to carry it into your Blasts composer pre-filled with that customer and message — you still have to review and hit send there. If you run the tool again later, it won't keep resurfacing customers you've already messaged recently through a real send.
Things to know
- Requires a Professional plan or higher. Shops on Starter or Growth won't see live output from this tool.
- Off until you turn it on. If the "Enable recoat / inspection reminders" switch in Settings > Notifications isn't turned on, the tab will tell you so instead of showing results — there's nothing to draft until it's on.
- Stub mode without an AI key. If your shop doesn't have `ANTHROPIC_API_KEY` configured, the tool still runs end-to-end — it still finds the right customers and vehicles using your real warranty data — but the message text comes from a safe canned template instead of AI-written copy. The UI flags this so you know which mode you're in.
- The customer list is always real, even in stub mode. Only the phrasing of the message depends on AI being configured; which customers show up and why is computed directly from your shop's warranty, customer, and service data.
- Opt-outs are respected automatically. A customer who's opted out of SMS won't get drafted for an SMS run, and someone who's opted out of marketing email won't get drafted for an Email run.
- Won't repeat itself immediately. If a customer already received a real outbound message from your shop recently, they're left out of the next run so you don't keep re-drafting for someone you already reached.
- Only considers warranties with a cadence and a due date on file. A warranty missing either one won't be picked up until that data is filled in.
Frequently asked questions
Does this text or email my customers automatically? No. It only drafts messages for you to review. Sending happens through your own SMS/email tools, or through the Blasts composer if you use the "Send as Blast" shortcut — either way, you're the one who hits send.
What plan do I need for this? Professional or higher. Most of the other tabs in the AI Re-engagement hub need Professional too — the one exception is No-Shows, which is available starting on the Growth plan.
What happens if I haven't set up an AI key yet? The tool still works — it still finds the right customers based on real warranty due dates — but the message text is a simple template rather than AI-personalized copy. You'll see a banner telling you you're in stub mode.
Why isn't the tool finding anyone? Two common reasons: the "Enable recoat / inspection reminders" switch might not be turned on yet in Settings > Notifications, or none of your active warranties currently fall inside your due/overdue window. Try widening the "look ahead" days to catch inspections further out.
Will it keep showing me the same customer every time I run it? No — if a customer already received a real message from your shop recently, they're left off the next list so you're not repeatedly drafting for someone already contacted.
Does it factor in whether a customer already came in recently for something else? Yes. It pulls each customer's most recent completed appointment (or, failing that, their most recent paid invoice) so the reminder reflects their actual service history, not just the warranty's due date.