ITM Reports - Inspection Reminders
Purpose Statement
This Knowledge Base Article demonstrates how to send inspection reminders to Property Owners and Service Providers for upcoming or overdue ITM Reports. This workflow helps maintain compliance by keeping all parties informed of their inspection obligations through automated, personalized communications.
Background Information
Inspection Test and Maintenance (ITM) Reports require timely completion to maintain fire code compliance. Property owners and service providers need regular reminders about upcoming and overdue inspections. First Due's bulk reminder system allows you to filter reports based on service date criteria and send personalized notifications to multiple recipients simultaneously, reducing manual follow-up and improving compliance rates.
Required Permissions
- ITM Module Access - View and manage ITM Reports
- Communication Permissions - Send emails from the system
- Bulk Actions - Execute bulk operations on multiple records
Video:
Step-by-Step Guide
1. Click on ITM.
2. Click on ITM Reports.
3. Click on Filter.
4. Ability to filter ITM Report Submission by:
Days Past Service Date, Days until Next Service Date, and Days Past Next Service Date.
5. Click on Apply filters to pare down your ITM Report list.
6. Bulk Select the rows you wish to send an Inspection Reminder to.
7. Click on Bulk.
8. Click on ITM Reminder.
9. From here you can select to send a reminder to either: Property Contact, Service Provider or both.
We are going to select both for this example.
10. We have the ability to save Templates for Inspection Reminders or start a New Email from scratch.
For this example, we are going to "Load from Template"
11. Here we will see a list of all the Templates we have saved and ability to select to utilize from this list.
12. From the Dynamic Tag list search for the field to pull data from. In this case we want the "Property Contact Name".
13. Property Contact Name will now appear respectively in each of these Inspection Reminders as they go out to the different Service Locations.
Templates can be built to utilize multiple dynamic tags.
14. Once your email has been drafted click on "Send" button.
15. You will see a confirmation email.
Best Practices
Do:
- Create and save templates for common reminder scenarios (30-day notices, overdue reminders, final notices)
- Use multiple Dynamic Tags to personalize communications and increase response rates
- Filter reports strategically to send targeted reminders based on urgency
- Send reminders to both Property Contacts and Service Providers when coordination is needed
- Review your bulk selection before sending to ensure all intended recipients are included
Don't:
- Send generic messages without using Dynamic Tags - personalization improves response rates
- Forget to apply filters before bulk selecting - this can result in sending reminders to the wrong recipients
- Overload recipients with too-frequent reminders - establish a reasonable reminder cadence
Troubleshooting & FAQs
Q: What if a Dynamic Tag field is empty for some properties?
A: The system will leave that field blank in the email. Ensure critical Dynamic Tags have data populated in property records before sending bulk reminders.
Q: Can I preview the email before sending to all recipients?
A: Currently, you can review the template with Dynamic Tags visible. The system will populate actual data when emails are sent.
Q: What happens if an email address is invalid or bounces?
A: The system will attempt delivery. Bounced emails are logged and can be reviewed in communication history.
Q: Can I schedule reminders to send at a specific time?
A: Currently, reminders send immediately upon clicking Send. Consider sending during business hours for optimal response rates.
Q: How do I know if my reminders were successfully sent?
A: The confirmation message indicates reminders were queued for delivery. Check communication logs for detailed delivery status.
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