The Reminder System: 26 Things Automan Remembers For You
The biggest losses in a repair shop rarely come from big mistakes. They come from small things nobody remembered.
A receivable that went past its due date and only surfaced three months later. A repair warranty that quietly expired, right before the customer came back demanding work. A unit that sat nine days on a shelf because everyone assumed somebody else was handling it. The part that ran out on your busiest day.
None of that happens because anyone was lazy. It happens because there was no event to prompt anybody to remember.
That is where the Reminder System works. It does not wait for a button — it inspects your shop data on a schedule, finds what needs acting on, and sends the WhatsApp itself. Twenty-six distinct triggers, from receivables falling due to negative stock.
And twenty-six is only the trigger list. Each one is then paired with filters and a recipient — the customer, the technician holding the job, the owner, or the supplier. The number of real reminders you can assemble runs well past that.
One warning worth hearing before you begin: do not switch everything on today. A shop that enables twenty triggers at once will flood its customers within a week, and then its number gets blocked. Start with what costs most when missed — and that is nearly always money.
Before you start
- A connected shop WhatsApp gateway. Without it a reminder has no way out.
- The data being watched must actually exist — a receivable with no due date cannot be chased.
Steps
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First, understand how a reminder differs from a notification
A notification reacts to an event: a status changed, a message was sent. A reminder works on time — it inspects your shop data on a schedule, finds what needs acting on, and sends without anybody pressing anything. That distinction matters, because reminders catch precisely the things that slip through for want of an event.
Reminders run on a schedule; notifications follow events. -
Start with what costs most when missed: money
Four triggers in this group chase payment without you feeling like a debt collector — customer receivables falling due, supplier payables falling due, downpayment settlement, and instalments. If you may only switch on one group today, make it this one.
Start with the costliest miss: money. -
Then the ones that protect relationships: repairs and warranties
A follow-up a few days after a unit is collected, a nudge before a repair warranty expires, and an alert when a repair sits stalled in one status too long. That third one protects your reputation — a unit nobody noticed was stranded is the single most common source of bad reviews.
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Do not neglect the selling and buying sides
There is a post-sale follow-up, a goods warranty reminder, and a reorder nudge for consumables. From the incoming side: ordered goods that have not arrived, and a follow-up to suppliers who are running late.
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Switch on the stock guards
Three alerts work quietly in the background: low stock, dead stock that is not moving at all, and negative stock. That last one almost always means something was recorded wrongly — and finding it the same day is far easier than finding it next month.
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Set up daily reports for yourself
Four daily summaries can go to your own number: operations, sales, repairs, and finance. There is also an alert when the closing report has not been filed. This is how an owner keeps watch without opening the application every evening.
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Last, the ones that bring old customers back
There is a customer birthday trigger and one for customers who have not returned in a long time. These two get skipped most often, even though winning back an existing customer costs far less than finding a new one.
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Learn the shape of the form: five sections, only three required fields
Open Alat → Pengingat then Tambah baru. The form splits into five parts: Data Reminder, Jadwal & Pengiriman (schedule and sending), Filter Trigger & Pengaturan Tambahan, Template Pesan, and Recipient. Only three fields are marked required — Modul / Trigger, Nama Reminder and Template. Everything else sharpens. Do not be tempted to fill it all in on the first attempt.
Five sections, only two are mandatory. -
Set the timing with Mode Jadwal, Offset Hari and Jam Kirim
Offset Hari (day offset) is the field that decides how the message feels: a negative number sends before the event (warning a warranty is about to lapse), a positive one sends after (checking in once a unit has gone home). Jam Kirim sets the hour it leaves — and that is what saves you from sending an invoice chase at two in the morning.
Timing comes from schedule mode plus day offset. -
Narrow it with filters so it does not target everybody
The Filter Trigger section offers Layanan, Sparepart, Jenis Barang, Merk, Jenis Pelanggan and Status Yang Diizinkan (service, part, item type, brand, customer type, permitted statuses). This is what turns "send to everyone overdue" into "send only for warranted repairs from corporate customers". One trigger becomes several different reminders just by changing its filters.
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Add the recipients — there can be more than one
The Recipient section has a button of its own: Tambah Recipient. A single reminder may go to the customer and notify the owner at the same time. This is where the real count grows well past those twenty-six triggers.
A reminder may have more than one recipient. -
Write the Template and open the masking guide beside it
Masking codes turn into real data when the message goes out — customer name, ticket number, amount. There is a Panduan Masking untuk Template right beside the field, so nothing needs memorising. Avoid all-caps and stacked exclamation marks; that is spam grammar. Name the person, name the item, name the figure, then stop. If an image is needed there is a Sertakan Media option with a Path / URL Media field.
Write the template with the masking guide open beside it. -
Switch them on gradually, never all at once
The great temptation is to enable everything on day one. Do not. Start with two or three, watch for a week whether the wording reads well and the timing lands, then add more. A customer who gets five messages from one shop in a day will block your number.
What you end up with
Your shop has reminders that run themselves for the things most often missed — money falling due, warranties lapsing, repairs stalling, and stock going wrong — without depending on who happens to remember that day.
If something goes wrong
The reminder is switched on but nothing goes out
Check in order: the WhatsApp gateway is still connected, the trigger is active, and — most commonly — no data actually qualified that day. A receivables reminder sends nothing when nothing is due.
A customer receives the same message repeatedly
Each trigger carries a rule against re-sending, so one event is not chased over and over. If it still happens, usually two different reminders are aimed at the same data — switch one off.
The timing is wrong, messages go out in the middle of the night
Check the shop time zone first — a wrong zone shifts the entire schedule. After that, correct the Jam Kirim field on that reminder so nothing leaves while people are asleep.
The message went out but still shows codes instead of the customer name
A masking code was mistyped. Open Panduan Masking untuk Template beside the template field and copy the code exactly — one wrong character and it never gets substituted.
I want a reminder to stop by itself once a campaign ends
Fill in Aktif Mulai and Aktif Sampai. The reminder only runs within that window, so you never have to remember to switch it off.
The shop WhatsApp number got blocked after enabling reminders
Almost always from switching on too many at once. Reduce the number of active triggers, lengthen the gap between messages, restrict sending hours, and keep the wording personal. This gateway is unofficial — nobody can promise immunity, and we would rather say so.
I want a reminder that is not on the list
The trigger list is fixed by the system and cannot be extended yourself. For anything beyond it, use a scheduled blast or a quick-reply template — both are covered in the advanced WhatsApp tutorial.
Related tutorials
- Tutorial
Connecting the WhatsApp Gateway
The absolute prerequisite before a reminder can send anything.
- Tutorial
Auto Sender, Auto Responder and Quick Replies
Writing message templates and keeping your sending pattern safe.
- Tutorial
Settling Debts and Chasing Receivables
Where the data behind the due-date reminders comes from.