Van Services Booked With the Garage, Automatically
When a vehicle approaches a service milestone, Build Concierge emails your nominated garage to arrange the service and copies the fleet owner in, so the alert becomes a booking instead of another to-do.
No more service alerts read, noted and forgotten. No more vehicles running past their service date. No more week of back-and-forth emails to book a five-minute service.
The problem
Vehicle service alerts arrive, get read, and get put on the mental "I'll sort that" pile. Then a job comes in, the alert scrolls out of view, and the van quietly runs past its service date. When someone does get to it, booking the service turns into a chain of emails between fleet admin and the garage that drags a five-minute job across a week.
None of it is difficult. It is just one more thing to remember and chase, and it competes with everything else, so it slips.
What the automation does
When a vehicle nears a service milestone, Build Concierge turns the alert into an action instead of a reminder.
- Catches the alert. As a vehicle approaches its service milestone, the alert comes in with the vehicle details attached.
- Emails the garage. Instead of just landing in someone's inbox, the workflow emails your nominated garage automatically to arrange the service.
- Copies the fleet owner. The fleet owner is copied in, so they have visibility without it being their to-do.
- Turns the alert into a booking. The request goes out straight away, so the service is arranged before it falls due.
Visibility, not another task
The fleet owner gets a copy of a booking already in motion, rather than a reminder they now have to action. The alert does the work.
What you get
- Services arranged before they fall due, automatically
- The garage contacted the moment a vehicle nears its milestone
- The fleet owner kept in the loop without a to-do
- No one watching the service schedule and chasing the garage by hand
- Fewer vehicles running past their service date
The service alert stops being a reminder that gets forgotten and becomes a booking request that goes out on its own, keeping your fleet serviced without the admin.
Ways to run it
Alert to booking
A service milestone triggers an email to your nominated garage automatically to arrange the service.
Fleet owner copied
Whoever owns the fleet is copied in for visibility, without it landing as their task.
Your nominated garage
Requests go to the garage you nominate, worded the way you want them.
Vehicle details attached
The alert carries the vehicle's details, so the garage has what it needs to book without a back-and-forth.
What you need
Just three things:
- Build Concierge connected to your fleet or job management system
- Your service milestone alerts coming through
- Your nominated garage and who should be copied in
We support you in connecting to your systems, and set the wording and routing up so the right garage gets the right request, with the fleet owner kept informed.
Getting set up
Step 1: Talk to us
Tell us how service alerts reach you today, and how services get booked.
Step 2: We build it with you
We set up the email to the garage, the details it carries, and who gets copied.
Step 3: Test it live
We run real service alerts through it, check the garage requests go out correctly, then switch it on.
Most businesses are up and running within days.
Common Questions
It emails your nominated garage to arrange the service and copies the fleet owner. The garage confirms the actual date back, so the booking is agreed the normal way, just without your team starting the chain.
No. It sends the request to the garage to arrange the service. Choosing dates that work around the diary stays with you and the garage.
The one you nominate. Requests always go to your chosen garage, worded the way you want.
The vehicle details attached to the alert, so they have what they need to book without a back-and-forth.
Think about how many service alerts get read and forgotten, and how many vans quietly run past their service date. This turns every alert into a booking request the moment it lands.
Ready to turn the alert into the booking?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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