How to Setup Advanced Long Term Reminders!

Learn how to set up advanced long-term reminders that drive more repeat customers and increase bookings using Urable, Zapier, and Sudsy CRM. In this guide, you'll discover how to automate personalized SMS and email follow-ups, use color-coded services to trigger specific workflows, prevent duplicate reminders, and create customer-friendly automation that feels personal instead of robotic. You'll also learn how to add promotional offers, manage follow-up tags, and streamline your entire reminder process for services like ceramic coatings, PPF, window tint, and more. Build smarter automations that save time, improve customer retention, and help your business grow consistently with minimal manual effort.

Andrew St-Pierre

8/30/20262 min read

HOW TO SETUP ADVANCED LONG TERM REMINDERS!

Customer follow-ups are one of the most powerful ways to increase repeat business, but generic automated reminders often feel robotic and are easy to ignore. Instead of relying on a single reminder, you can create a personalized follow-up system that feels human while remaining completely automated.

This guide walks you through creating an advanced reminder workflow using Sudsy CRM, Zapier, and Urable, allowing you to increase customer engagement, improve booking rates, and deliver a better customer experience.

WHY ADVANCED REMINDERS WORK BETTER

A single automated reminder often gets overlooked. By combining multiple systems, you create a sequence that feels personal instead of automated.

For example:

First reminder from your primary CRM.
A second personalized SMS a few days later.
A follow-up email with a limited-time offer.
An easy booking link for customers.

This approach creates multiple touchpoints without overwhelming your customers.

STEP 1: ORGANIZE SERVICES USING COLOR CODES

Inside Urable, assign different colors to different services.

Examples include:

1-Year Ceramic Coating
3-Year Ceramic Coating
Paint Protection Film (PPF)
Window Tint
Interior Detail

Each color acts as an identifier, allowing Zapier to recognize exactly which workflow should begin.

STEP 2: CREATE A ZAPIER AUTOMATION

Create a new Zap with:

Trigger:

Completed Job in Urable

Next, add a Filter.

Instead of triggering every completed job, only continue when the job's color matches the specific service you're targeting.

This keeps your automation clean and prevents unnecessary follow-ups.

STEP 3: BUILD YOUR FOLLOW-UP WORKFLOW

Inside Sudsy CRM:

Create a new automation.
Set the trigger from Zapier.
Add a waiting period.

For example:

Wait 357 days for a 1-year coating reminder.
Send an SMS.
Wait 2 minutes.
Send an email.

Spacing messages naturally makes the communication appear much more personal.

STEP 4: MAKE YOUR FOLLOW-UP FEEL PERSONAL

Instead of sending generic messages, write as if you're personally reaching out.

Example:

"Hey John, I noticed our system reminded you a few days ago. I just wanted to personally let you know it's almost time for your annual coating maintenance. We'd love to take care of your vehicle again."

This simple adjustment dramatically increases trust and response rates.

STEP 5: ADD LIMITED-TIME OFFERS

Promotions encourage customers to book sooner.

Ideas include:

20% Off Annual Ceramic Maintenance
Free Interior Cleaning Upgrade
Discounted Maintenance Package
Priority Scheduling

Adding urgency helps convert reminders into actual bookings.

STEP 6: USE TAGS TO PREVENT DUPLICATE REMINDERS

One common CRM issue occurs when customers return early for another service.

For example:

Customer purchases a 1-Year Coating.
Eight months later, they upgrade to a 3-Year Coating.
The original reminder still sends months later.

To prevent this:

Add a Follow-Up Tag.
Create a second workflow that checks for tagged customers.
Notify your team when customers return.
Remove the tag if the follow-up is no longer needed.

This keeps your automation smart and avoids confusing customers.

STEP 7: SCALE THE SYSTEM FOR EVERY SERVICE

Once the workflow is working, duplicate it for other services such as:

Ceramic Coatings
Paint Protection Film
Window Tint
Interior Details
Maintenance Washes
Annual Inspections

Each service can have its own reminder schedule and personalized messaging.

BEST PRACTICES

✔ Keep every service color-coded.

✔ Personalize every SMS and email.

✔ Include a booking link.

✔ Add promotions when appropriate.

✔ Remove customers from workflows after upgrades.

✔ Test your automations regularly.

✔ Continue improving based on customer responses.

FINAL THOUGHTS

Advanced long-term reminders aren't just about automation—they're about building relationships at scale. By combining Urable, Zapier, and Sudsy CRM, you can create follow-up sequences that feel genuine, increase repeat business, and keep customers engaged long after their initial visit.

Set up the system once, and it will continue working in the background while helping your business generate more repeat bookings over time.

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