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Annual Service Reminder Runner

Example prompt: "Every Monday at 8am, look at the 'Service Contracts' tab of our customers Google Sheet. For each row where the next service is due in the next 30 days and we have not yet contacted them for it this year, look at my Google Calendar for the two earliest 1-hour slots between 8am and 4pm on weekdays in the next three weeks. Draft a personalised reminder email in Gmail addressed to the customer that references their boiler make and last service date, offers the two slots, and asks them to confirm or suggest an alternative. Leave the emails as drafts — do not auto-send. Append a row to a 'Reminders Sent' log tab with the customer, the date drafted, and the slots offered. Post a summary in #service on Slack with the count of drafts and links to review them."

The Problem

Service contracts are the steady money in a heating or maintenance business — twelve customers booked in for an annual gives us a week of predictable work. The hard part is remembering to send the reminder six weeks before the anniversary, with a couple of suggested slots, before the customer's busy month hits or before they drift to someone else. Doing it on a sticky note ends in reminders going out three weeks late or not at all.

How GloriaMundo Solves It

We build a workflow that runs every Monday morning. An integration step reads the service-contracts tab of our customer sheet. A code step picks out the customers whose next service is due in the next 30 days and who have not had a reminder for this year. Another integration step looks at our calendar and pulls the two earliest hour-long slots on weekdays. An LLM step drafts a personal reminder for each customer referencing their kit and last service. An integration step saves the draft in Gmail. A final integration step logs the reminder in a sheet tab and posts a batch summary in Slack. Glass Box preview shows the drafts and the slot offers before any of it reaches the customer.

Example Workflow Steps

  1. Trigger (scheduled): Every Monday at 8am.
  2. Step 1 (integration): Read the 'Service Contracts' tab of the customers Google Sheet.
  3. Step 2 (code): Filter to rows where the next service is due in the next 30 days and 'last reminded' is empty or older than this year.
  4. Step 3 (integration): Read Google Calendar and find the two earliest free 1-hour slots between 8am and 4pm on weekdays in the next three weeks.
  5. Step 4 (llm): Draft a personal reminder email for each customer that references their kit, their last service date, and offers the two slots.
  6. Step 5 (integration): Save each reminder as a Gmail draft addressed to the customer.
  7. Step 6 (integration): Append a row to a 'Reminders Sent' tab of the customer sheet logging the customer, the date drafted, and the slots offered.
  8. Step 7 (integration): Post a summary in #service on Slack with the count of drafts and a link to each one.

Integrations Used

  • Google Sheets — the service-contract register and the reminder log
  • Google Calendar — the source of free slots for offers
  • Gmail — the per-customer reminder drafts
  • Slack — the batch summary for the founder to review and send

Who This Is For

Heating engineers, boiler service firms, pest-control rounds, alarm-and-CCTV maintenance — any trade business that runs annual service contracts on a customer book of fifty to several hundred, where missing the reminder window means a lost contract and an unhappy customer the following winter.

Time & Cost Saved

Looking up each customer, working out the next service date, checking the diary for slots, and writing a personal reminder takes ten to fifteen minutes per customer when done carefully. For a customer book with twenty services a month due, that is three to five hours of admin a week — usually skipped, then done in a rush on quiet days. This workflow turns it into a fifteen-minute Monday review. The retention gain is the contracts we keep that we would otherwise have let drift.