Set up WhatsApp warranty activation reminders that turn into annual service work featured image
Tools, Materials & Tech

Set up WhatsApp warranty activation reminders that turn into annual service work

TrainAR Team 24 days ago 4 min read

Set up WhatsApp warranty activation reminders that turn into annual service work

Category: Tools, Materials & Tech • Niche: WhatsApp Business, ServiceM8/Tradify, boiler installers, reminders, GDPR

Smartphone with WhatsApp Business showing a warranty reminder, desk with laptop workflow and UK mug

Contents

Quick answer

Set up a simple WhatsApp workflow that nudges new boiler customers to register their warranty, then automatically books next year’s service reminder once they do. Use:

  • WhatsApp Business app for quick replies, labels and out‑of‑hours auto‑replies.
  • Your job system (ServiceM8 or Tradify) to run timed reminders and stop them as soon as the warranty is registered.
  • Clear opt‑in/opt‑out lines to stay compliant.

Who this is for

  • Gas engineers and heating installers who want more repeat work without extra admin.
  • Trades running ServiceM8 or Tradify who want reminders that convert into annual servicing.

How it works

  • When a job is marked Completed, your system schedules 1, 7 and 21‑day reminders.
  • Reminders go by WhatsApp (or SMS/email) with a link to the manufacturer’s registration form (e.g., Vaillant, Ideal, Worcester Bosch).
  • As soon as staff confirm “warranty registered,” future reminders cancel and the customer goes onto an annual service reminder.

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Step-by-step: ServiceM8 setup

  1. Create two tracking badges
  • Warranty registration required
  • Warranty registered
  1. Create message templates
  • One email and one SMS/WhatsApp‑style text with merge fields: client name, job address, job/invoice number.
  1. Build three automation rules
  • Trigger: Job status set to Completed.
  • Delays: 1, 7 and 21 days (three separate rules).
  • Condition at send: Has badge “Warranty registration required” AND does NOT have badge “Warranty registered”.
  • Action: Send your message. For the day‑21 rule, also create a staff Task to call.
  1. Stop reminders automatically
  • When proof arrives (serial screenshot or note), staff apply the “Warranty registered” badge. All future reminders skip because the condition fails.
  1. Add to annual service
  • Add a ServiceM8 recurring reminder for 11 months’ time or queue a job reminder for next year’s service visit.

Step-by-step: Tradify setup

  1. Finish the job as normal.
  2. Create a Service Reminder from the job and set the due date (e.g., within 30 days of completion).
  3. Turn on Automated Service Reminder Emails and add the client/site contact.
  4. Use your WhatsApp Business app labels to track conversation stage (New, Sent, Registered, Call back).
  5. When the client confirms registration, convert the Service Reminder into a job for next year’s service and close the current reminder.

Helpful docs: Service Reminders overview, Automated reminder emails, Create a Service Reminder from a Job.

Message templates you can copy

  • First reminder (day 1) “Hi {first_name}, thanks again for choosing {business}. To activate your boiler warranty at {job_address}, please complete this short form today: {link}. It takes 2–3 minutes. Reply STOP to opt out.”

  • Second reminder (day 7) “Quick nudge about your boiler warranty for {job_address}. Please register here: {link}. Need help? Reply and we’ll do it with you.”

  • Final reminder (day 21) “Final reminder to activate your boiler warranty: {link}. If you’ve already done it, thanks — we’ll see you for next year’s service.”

Tip: If you prefer email, keep the copy similar and add your phone number and hours.

Compliance essentials (UK)

  • Get opt‑in for marketing. Warranty nudges are usually service messages, but any promo turns them into marketing. Follow PECR and UK GDPR and always include an opt‑out. See ICO guidance on electronic mail marketing.
  • Keep records of consent/opt‑outs and update your privacy notice to include WhatsApp as a channel. Meta requires opt‑in before proactive WhatsApp messages via the API. See Meta’s docs on Getting opt‑in.

Troubleshooting

  • Reminders not sending: check the job reached “Completed,” delays are set, and the send‑time condition matches your badges.
  • Customers not seeing WhatsApp broadcasts: they must save your number. For key reminders, use one‑to‑one messages.
  • Too many labels: keep to 4 stages (New, Sent, Registered, Call back).
  • Team needs proof: add a checklist item “Confirm warranty registered” with a photo/attachment step.

FAQs

Does this work with all boiler brands?

Yes — you point customers to the brand’s official warranty page, e.g. Vaillant, Ideal Heating, Worcester Bosch. If a brand allows installer registration, capture the data once on site and submit on their behalf.

Use the manufacturer’s official page. Examples:

Can I just use SMS or email instead?

Absolutely. SMS has high open rates and pairs well with WhatsApp for two‑way replies. Email suits longer info and attachments.

Any pitfalls to avoid?

  • Don’t spam. Cap at 2–3 reminders and add a final staff call task.
  • Keep messages short with a single clear link.
  • Avoid sending outside business hours unless urgent.

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