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AI agent for service managers

Service Reminder and Declined Work Agent

Timely, accurate reminders that bring customers back for due and declined work

Service Reminder and Declined Work Agent: what goes in, what the agent does and what you get

What it does

Shops hold years of service history but rarely use it, so due maintenance and declined repairs are forgotten until something breaks. Each week this agent reads each vehicle's history, the maker's maintenance schedule and repairs the customer declined. It estimates current mileage from the average daily miles between past visits and lists items due within 30 days or 1,000 miles. Declined safety items are reminded after 30 days, others after 60. Before drafting anything, it checks the latest records and customer notes so it does not remind someone about work done elsewhere or a car they sold. If an item is done or the car is gone, it rebuilds the list. It then drafts reminders with appointment times that fit shop capacity. Opt-outs are always respected. The service manager approves the messages. Edge case: a customer who said they sold the car is removed.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Weekly run 2 USES A TOOL Read service history and declined repairs 3 DOES Estimate current mileage and list due items 4 USES A TOOL Check latest records and customer notes 5 CHECKS THE RESULT Is every listed item still not done and the carstill owned? If not: remove done items or sold cars and rebuild thelist. Back to step 3. 6 DOES Draft reminders with suggested times 7 YOU APPROVE Service manager approves messages 8 RESULT Reminder batch ready to send
Read the steps as a list
  1. Weekly run
  2. Read service history and declined repairs
  3. Estimate current mileage and list due items
  4. Check latest records and customer notes
  5. Is every listed item still not done and the car still owned?If not: remove done items or sold cars and rebuild the list. Back to step 3.
  6. Draft reminders with suggested times
  7. Service manager approves messagesThe agent waits here for your OK.
  8. Reminder batch ready to send

How it decides

It estimates mileage from the average daily miles between past visits and flags items due within 30 days or 1,000 miles.

  • Declined safety items are reminded after 30 days, others after 60
  • Sold vehicles are removed
  • Opt-outs are always respected

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Reminder window (default 30 days)
  • Channels used (text, email)
  • Message tone
  • Follow-up interval for declined work

What keeps you in control

It always asks you first

  • Sending any customer message

Hard limits

  • No messages without approval
  • Respects opt-outs and contact hours

It stops when

  • Done: approved batch sent
  • Stop: customer has no contact consent, skip them

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn the January 15 run, the agent listed 46 vehicles with items due. The record check failed for four: three customers had noted brake fluid done at another shop and one car was sold. The agent removed them and rebuilt the list. It drafted 42 reminders with slots on January 22 to 26. The service manager approved, and 11 customers booked within a week.

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