Your customers book their own service. Your office stops chasing them.
Every fall your office works through a list of customers due a gas log check, a heater service or a tune-up, and most of them don't pick up. The Cita booking portal sends each customer a personal link by email or text. They pick a day and time from the days you've set for their area, and the visit goes straight onto your service calendar.
Why annual service scheduling eats your fall
Scheduling annual visits by phone is slow for everyone. Your CSRs call during the day, when customers are at work. Voicemails go unreturned. The customers who do call back all call in the same week. And every visit that never gets booked is work your techs don't do and money you don't bill.
Plenty of those customers would happily book themselves at 9pm on a Sunday. They just need a way to do it.
How the booking portal works
- You set the days. Decide which days your techs cover each area, how many visits fit in a day and which start times to offer. We set it up that way and change it when you need to.
- Each customer gets a personal link, sent by email or text in your company's name.
- They book in a few taps. The page shows only the days for their area and how many places are left. They pick a time and they're done, and they can cancel from the same link.
- The visit lands on your calendar. Every booking goes onto your service calendar and you get an email with the customer's details. Days can't be overbooked, because each booking takes a place.
- Your office sees everything on one page: who's booked, who hasn't, phone bookings your staff have taken, time blocked off, and customer text replies with a box to answer them.
- Customers who haven't booked get a reminder text with a link back to their own page.
Phoning customers vs the booking portal
| Phoning customers | Booking portal | |
|---|---|---|
| When customers can book | Office hours | Any time, day or night |
| Office time per booking | Calls, voicemails and callbacks | None for online bookings |
| Overbooking | Possible when two people take calls | Each day has a fixed number of places |
| Who still needs booking | A spreadsheet someone keeps up | Listed on your office page |
| Reminders | Another round of calls | A text with their link |
Built for fuel dealers' service seasons
Gas log and heater checks before the first cold snap, tune-ups, generator maintenance. Any annual visit you'd normally schedule by phone can run through the portal, area by area, on the days your techs are already in that part of your territory.
We start from your customer list and check it against your schedule before anything goes out, so customers who've already booked, or asked not to be contacted, don't get a link.
Your office stays in charge
Customers who'd rather call still can. When your staff book someone by phone, they mark it on the office page and that place comes off the booking page, so the day stays accurate.
Goes well with
- Propane and heating oil answering service for the calls that still come in, day or night.
- Database reactivation to bring back customers who've gone quiet.
How setup works
- A short call on your service areas, the days your techs cover each one and how many visits fit in a day.
- We build your booking page and the email and text your customers will get, and you test it before any customer sees it.
- We check your customer list against your schedule, then send the links in batches.
- You're live in about a week.
Let your customers book themselves
Book a call with the team to try AI in your business.
What owners ask us.
Do customers need to download anything or create an account?
No. They open the link from the email or text and pick a time. There's nothing to install and no password.
Can we still book people over the phone?
Yes. Your staff mark phone bookings on the office page, which takes that place off the booking page so the day can't be overbooked.
What if a customer needs to cancel?
They cancel from the same link and the place opens up for someone else. You get an email either way.
Does it work with Cargas?
We build the customer list from your records, including Cargas, and bookings go onto your service calendar. Your office keeps Cargas up to date the way it does today.
What kinds of visits can it handle?
Any visit you schedule by area and day: gas log and heater service, tune-ups, inspections and generator maintenance.
How much does it cost?
It depends on the size of your customer list and how many service runs you do a year. We go through it on a short call with the team.
How long does setup take?
About a week from the first call to going live, including test calls with your team before it touches a customer.
Related pages.
AI agents for oil and propane dealers
Deliveries, no-heat calls, renewals and account lookups on one system.
Learn morePropane and heating oil answering service
Will-call orders, runouts and peak-season overflow, answered day or night.
Learn moreDatabase reactivation
Bring back past customers with messages in your name, and book the ones who are ready.
Learn moreSee what Cita can do
for your business.
Book a 15-minute demo and see how AI agents can recover revenue, save time, and handle your calls.