Reference

This page is for looking things up. If you’re new and want to understand the program, start with the overview or how it works. If you need to do a specific task, see managing opt-outs.

Eligibility rules

A customer at your shop receives a reminder when all six of the following are true:

#	Rule	What it means
1	Customer has a service record in your POS with a recognized service name	The system reads from your POS service history and matches each line against a list of recognized phrases. Customers with no service log entries — or with service line names the system doesn’t recognize — are not eligible. See Naming services in your POS for the exact phrases.
2	Customer has a valid single email on file	Multi-email values (e.g., `a@x.com; b@x.com`), typos, missing `@`, and whitespace-broken addresses are filtered out.
3	Customer is not flagged as “no review requests” at your shop	The opt-out flag in the customer’s POS record controls per-shop eligibility.
4	No reminder sent to this customer in the last 30 days	One reminder per customer per 30 days, regardless of how many services are due.
5	Customer’s last visit was at least 7 days ago	Customers who just visited the shop are excluded from sends.
6	At least one of the customer’s services is in its eligibility window	Based on typical service cadences (see below). For oil change and tire rotation, the window fires on the calendar interval only. For tire replacement, the window fires on the earlier of the calendar interval or the mileage interval.

The system checks all six rules every day. A customer who matches all six receives one email, then enters a 30-day quiet period before becoming eligible again.

Cadence overview

At-a-glance: what service types the program covers, when the reminder fires, and what counts toward each cadence.

Service	Typical cadence (shown in email)	When the reminder fires	What counts as a service event
Oil change	Every 6 months or 5,000 miles	About 5 months after the last oil change	An oil-change service line in your POS — see naming
Tire rotation	Every 6 months or 7,500 miles	About 5 months after the last rotation or new-tire install	A tire-rotation line or a tire-install line (installs reset the rotation clock too) — see naming
Tire replacement	Every 6 years or 40,000 miles	About 5.5–6 years after the last install — or sooner for high-mileage drivers who hit 40,000 miles first	A tire-install service line — see naming

A few things to know

The cadence shown in the email matches the industry rule of thumb. Customers see “every 6 months or 5,000 miles” for an oil change because that’s the language shops have always used. The system’s actual reminder timing is based on the calendar — except for tire replacement, which uses both gates.
Tire installs count as rotation events. A customer who buys new tires from you enters the rotation cadence on the install date — no separate “rotation” line needed. The next rotation reminder lands about 5 months later.
Tire replacement is the only service with a real mileage projection today. A customer driving ~1,800 miles a month hits 40,000 miles in under two years; their replacement reminder lands at that point instead of waiting the full 6 years. The email surfaces the reason with a small italic line (“Based on your typical 1,800 miles/month, you’re approaching your 40,000-mile interval”) so the customer doesn’t think it’s an error.

Email format

Every reminder email follows the same shape (top to bottom):

Element	Value
Sender (display)	Your shop’s name (e.g., “Ellijay Tire”)
Sender (address)	`no-reply@tiretutor.com`
Reply-To	Your shop’s email address on file
Subject	`Your vehicle: Routine Service Reminder`
Header label	Small uppercase “SERVICE REMINDER” eyebrow above the shop name
Header shop name	Your shop’s name, centered
Context line	”`{N}` service`{s}` coming due” (uppercase eyebrow above the H1)
Headline	”A few routine items are coming due on your `{vehicle}`.” Interpolates the vehicle (e.g., “your 2013 Toyota 4Runner”); falls back to “your vehicle” when the vehicle name isn’t available; lists two names with “and” for two-vehicle customers; collapses to a count for 3+ vehicles.
Greeting + intro	”Hi `{first name}` — staying ahead of these keeps your vehicle running smoothly and helps you avoid bigger repair bills later. If you’ve already had them done elsewhere, you’re all set.”
Hero Schedule button	Full-width “Schedule online” button linking to your shop’s tiretutor.com page
Hero subtext	”Takes about 60 seconds — or call `{phone}` or just reply to this email.” (Phone is a tap-to-dial link; clicks tracked.)
Vehicle sticker	”VEHICLE” eyebrow + the vehicle’s year/make/model. One sticker per vehicle when the customer has services due on multiple vehicles.
Coming Due section header	”COMING DUE” + “Recommended services based on your vehicle’s history.” Repeats per vehicle.
Service blocks	One block per service due, each with the service name, a “Why it matters” rationale (light-blue callout), the customer’s last-service age, and the typical cadence.
Mileage explanation (conditional)	When the mileage interval drives the reminder rather than the calendar (high-mileage drivers), the service block adds a small italic line: “Based on your typical N miles/month, you’re approaching your M-mile interval.” Suppressed when the calendar is the trigger.
Reinforcement Schedule button	”Ready to get on the schedule?” headline + a second full-width “Schedule online” button below the service list
Reinforcement subtext	”Or call `{phone}` or just reply to this email — a real person reads it.”
Sign-off	”— The team at `{Shop Name}`”
Footer	Your shop’s name, street address, and phone number, an unsubscribe link, an Update preferences link, and a small “Powered by TireTutor.ai” attribution

For an example rendered email, see the how it works page.

Opt-out mechanisms

Method	Who triggers it	Scope	How fast it takes effect
Unsubscribe link in email footer	The customer	Global — all TireTutor shops they’ve visited	Within 24 hours
”No review requests” flag in POS	The shop (you)	Per-shop — only your shop	Within 24 hours
Pause whole program at shop	The shop (via TireTutor contact)	Per-shop — your shop only	Within 24 hours
Reactivate opted-out customer	The shop (uncheck the flag)	Per-shop — your shop only	Within 24 hours; eligibility on next service cycle

Per-shop opt-outs and global opt-outs are independent. A customer can be opted out globally and still be marked as “no review requests” at your specific shop — both states are honored.

Operational timing

Operation	Frequency	Notes
Eligibility check	Daily	TireTutor checks all six rules against the current state of your POS once per day.
Time to first email after activation	Up to 24 hours	After your TireTutor contact turns on the program, the first sync happens within a day.
Time for opt-out to take effect	Up to 24 hours	Both per-shop and global opt-outs take effect on the next daily sync.
Send window	”Local time” sending	Emails go out at a reasonable hour in the recipient’s time zone, not at random hours.
Frequency cap per customer	1 email per 30 days	Across all services due. Customer doesn’t receive multiple emails in a month.

Volume expectations

Time after turning on	Typical reminder volume
First week	A handful to a dozen reminders
First month	A few dozen reminders
After 6 months	20–50 per month
After 1 year	50–100 per month for active shops

Volume depends on your service history depth and customer count. A shop that’s been logging service for years sends more reminders than a brand-new shop, because more customers have eligible service intervals tracked.

Quick facts

Question	Answer
Who do customers see as the sender?	Your shop’s name. The technical email address is a TireTutor address, but most customers read the display name.
Can I change the email wording?	No. The email follows a single canonical format across all shops.
Can I see who got an email?	Not from a self-serve dashboard. Your TireTutor contact can pull a list on request.
Can my shop send promotions through this?	No. SMS Remarketing is for routine service reminders only.
What if a customer’s email is wrong?	The system skips them automatically. Fix the email in their POS record to bring them back in.
Where do customer replies go?	Directly to your shop’s email inbox, not through TireTutor.
What about services we don’t cover?	The program covers oil change, tire rotation, and tire replacement. For other services, you still need to reach out manually.

AI App Hub

Dealer CRM

Eligibility rules

Cadence overview

A few things to know

Email format

Opt-out mechanisms

Operational timing

Volume expectations

Quick facts

Where to go next

How it works

Manage opt-outs

​Eligibility rules

​Cadence overview

​A few things to know

​Email format

​Opt-out mechanisms

​Operational timing

​Volume expectations

​Quick facts

​Where to go next

How it works

Manage opt-outs

Eligibility rules

Cadence overview

A few things to know

Email format

Opt-out mechanisms

Operational timing

Volume expectations

Quick facts

Where to go next