Service Due Reminders

What it does

Weekly: finds vehicles due for service within 21 days by your own interval rules and emails personal reminders after one batch approval.

• Every Monday, reads your customer-vehicles sheet in Google Sheets.
• AI applies your own interval rules (miles and months per service type) to the last service date, last mileage and each customer's average miles a month.
• Picks the vehicles due within 21 days (or overdue) — up to 50, soonest first — and drafts a short personal reminder with your booking link.
• Today, the days since each last service, the 30-day gap since a vehicle's last reminder and the final 21-day window are checked in code, in your time zone — a reminder whose due date isn't within 21 days is dropped before you review it.
• The whole batch waits in Reviews; the front desk edits or removes any reminder and approves once.
• Each approved reminder is emailed with replies to your front desk, and its row is marked “Reminded” with the date and service.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Google Sheets (with edit access to the sheet), connected in Settings → Integrations.
• A customer-vehicles sheet with emails, last service date and mileage, average miles a month and empty status columns.
• Your written service interval rules.

What it doesn't do

• Mileage is an estimate from averages, not a live odometer reading, and manufacturer schedules vary — your rules decide what is due.
• About 50 reminders per run; the rest come up the next week.
• It doesn't book appointments (customers use your booking link) or send texts (email only).
• Nothing is sent before the front desk approves the batch.

Availability and plans

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

• A paid plan: agents run live, and the Free plan only runs Dry Runs.
• An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
• These apps, connected in Settings → Integrations: Google Sheets.
• Nothing to send: the agent runs on a schedule.
• About 20 minutes.

• Bring your own AI key
• Google Sheets (live)

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

• Connect your AI provider

2. Connect Google Sheets

Connect the Google account that can open and edit your customer-vehicles sheet (Settings → Integrations → Google Sheets).

• Connecting Google Sheets

3. Write your interval rules

Open “Pick the vehicles due and draft reminders” and replace the placeholder with your intervals, booking link and sign-off.

4. Pick your customer-vehicles sheet

Open “Read your customer-vehicles sheet” and “Mark the row reminded”, pick the same account, spreadsheet and tab in both, then enter the status column letter.

5. Add your front desk inbox

Open “Email the reminder” and enter the address customers' replies should go to.

6. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

7. Switch the trigger on

Open the trigger, set your time zone (the 21-day window is counted in it) and switch the schedule on. It runs every Monday at 9:00.

How it works

The agent is a normal workflow with 11 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• Every Monday at 9:00 — Runs on a schedule (cron 0 9 * * 1, UTC — change it in the trigger's settings). Runs once a week. Set your time zone on the trigger: “today” and the 21-day window are counted in that zone.
• Read your customer-vehicles sheet — Google Sheets: Read rows. Reads your customer-vehicles tab: one row per vehicle with the customer, email, vehicle, last service date and mileage, average miles a month, service type and the agent's status column.
• Check the service and reminder dates — Step. In code, not AI: works out the days since each vehicle's last service (so the AI gets exact figures) and leaves out vehicles reminded in the last 30 days. Change the gap here (olderThan on “Reminded on”).
• Pick the vehicles due and draft reminders — AI step (runs on your AI provider key). AI applies your own interval rules to every row, works out when each vehicle comes due, picks those due by the 21-day horizon (up to 50, soonest first) and drafts a short personal reminder for each with your booking link. The 21-day window is re-checked in code next.
• Re-check the 21-day window — Step. In code, not AI: keeps only the reminders whose due date is within the next 21 days (or overdue); any other date the AI worked out is dropped and listed in not_due for the reviewer. Change the window here (within.max).
• Approve this week's reminders — A person approves or rejects it in Reviews (the run waits). The whole batch waits in Reviews. The front desk checks the vehicles and wording, removes any reminder that shouldn't go out and approves; nothing is sent before that.
• Each approved reminder — Repeats the steps below for each item (up to 50 per run). Branch: Approved. Sends every approved reminder and marks its row (up to 50 per run).
• [For each item — “Each approved reminder”] Email the reminder — Sends an email from your workspace's sender. Sends the approved reminder from your workspace's sender, with replies going to your front desk.
• [For each item — “Each approved reminder”] Mark the row reminded — Google Sheets: Update a row. Writes “Reminded”, today's date (in “Reminded on”) and the service into the vehicle's row, so it isn't reminded again within 30 days.
• Batch sent — Kept in the run history. The run history keeps every reminder sent and any that failed.
• Batch not sent — Kept in the run history. Branch: Rejected. The front desk rejected this week's batch; nothing was sent or marked.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live.

• Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
• Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
• For-each loops repeat only the first 3 items.

Go live

• Open the trigger, set your time zone (the 21-day window is counted in it) and switch the schedule on. It runs every Monday at 9:00.
• Scheduled runs start only once the schedule is activated, and can't repeat faster than your plan's minimum interval.
• The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
• When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

• Scheduled triggers
• Switching a trigger on (Activation)

Questions

What should the sheet look like?

One row per vehicle: Customer, Email, Vehicle, Service type, Last service date, Last service mileage, Avg miles/month, plus three empty columns at the end for the agent (Reminder status, Reminded on, Service). Column names can vary.

Is the mileage real?

No — it's an estimate from the last service mileage and the average miles a month, not a live odometer reading. Reminders say so, and your rules decide what's due.

How many per week?

Up to 50, soonest due first; the rest are counted and come up the following week.

Which dates are worked out in code?

Today, the days since each vehicle's last service, the 30-day gap since the last reminder and the final 21-day window: a reminder whose due date isn't within 21 days is dropped before you review it. The AI applies your interval rules (it adds the months or miles to the last service), and code checks the result. Change the gap and window on “Check the service and reminder dates” and “Re-check the 21-day window”.

Troubleshooting

• “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
• A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
• An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
• It didn't run at the expected time: the schedule must be activated, and its time is in the trigger's timezone.
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help