Automations

Introduction

The Automation feature intends to automate several common tasks in the sales, job execution, and billing/payments cycles for SingleOps Plus and Premium tiered customers. This article will go over all of the individual automations we offer, including the setup, tier restrictions, and conditions for each. 

 

Table of Contents

I. Set-up

II. Plus Tier Automations

III. Premium Tier Automations

IV. Templates (Email/Text)

V. Troubleshooting 

 

 

I. Set up

Admin users can find our automation section under your Account Settings. You'll the automations are separated into 4 tabs (Proposal, Invoice, Appointment, and Production). Choose the automation you wish to enable, and click Set It Up

 

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From here you can alter a few settings for the individual automation.

  • Active checkbox: This box must be checked for the automation to trigger. 
  • Time After the Proposal Sent: This is the minimum time to wait after the initial proposal is sent until an automatic follow-up is sent. This only applies to proposals that have not been accepted when the follow-up would go out.
  • Email Template: This allows you to select which template you'd like to use for this automatic follow-up email. 

 

 

II. Plus Tier Automations

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Client Proposal Followup

  • Conditions 
    • Job is in the proposal state.
    • An initial proposal email is sent to the client.
    • The proposal is not accepted by the client.
    • The proposal meets the configured automation wait time set by the user.
  • Event 
    • Triggers a notification to the same recipient(s) as the original proposal email regarding a follow-up on a proposal.

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Client Invoice Due Notification

  • Conditions 
    • The invoice is in the “Open Invoice” state and must have an invoice date.
    • Invoice not paid in full.
    • The invoice must have a term set of greater than 0 days. “Due on Completion” or “Due on Receipt” will not trigger the automation
    • The invoice has been emailed to the client with the sent box checked.
    • The invoice meets the configured automation wait-time set by the user.
  • Event
    • Triggers a notification to the same recipient(s) as the original proposal email regarding an invoice that is due soon.
  • Notes
    • This automation is set to run hourly to find all invoices that have been marked "sent" and have a "due date" occurring based on the job's configuration.

 

 

III. Premium Tier Automations 
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  • Conditions 
    • The Proposal is Accepted
    • Deposits are enabled on this job
    • The Deposit balance greater than zero
    • An initial proposal email is sent to the client.
    • The proposal meets the configured automation wait time set by the user.
  • Event
    • A notification is sent to the same recipient(s) as the original proposal email regarding an unpaid deposit required to start the job.
  • Notes
    • This automation is set to run hourly to find all invoices that have been marked "sent" and have a "due date" occurring based on the job's configuration.

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  • Conditions 
    • The invoice is in the “Open Invoice” state and must have an invoice date.
    • Invoice not paid in full.
    • The invoice must have a term set of greater than 0 days. “Due on Completion” or “Due on Receipt” will not trigger the automation
    • The invoice has been emailed to the client with the sent box checked.
    • The invoice meets the configured automation wait-time set by the user.
  • Event
    • Triggers a notification to the same recipient(s) as the original proposal email regarding an invoice that is past overdue.
    • This automation is set to run hourly to find all invoices that meet the conditions.

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  • Conditions 
    • The client has a credit card that is enrolled in Autopay.
    • The credit card is set to “Default”.
    • The User Account has a payment Gateway + integration is set up
    • The Client must have Autopay Enabled on their client profile (Edit Client -> Advanced Tab -> Autopay Enabled)
    • The credit card meets the configured automation wait-time set by the user. 
  • Event
    • Triggers a notification to the client’s email address regarding a credit card that is near its expiration date.
  • Notes
    • This automation will check for the expiring cards at 3 pm based on the account's time zone setting.

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  • Conditions 
    • The Job is in the “Lead” or “Proposal” stage
    • The Task is associated with a Job
    • The Task is scheduled with the “Onsite” option checked.
    • Tasks can be scheduled “All Day” or for a specific time.
    • The Task meets the configured automation wait time set by the user.
    •  
  • Event
    • Triggers a notification to the client’s email address regarding an upcoming onsite visit.
  • Notes
    • This automation runs two times a day. It will check at 8 am and 5 pm in the account’s time zone. For example, at 8 am, the worker will wake up and search for “qualified” tasks, and then batch send the notifications. At 5 pm, it will only send for new tasks that weren't a part of the 8 am batch.

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  • Conditions 
    • The Job is in the “Active” stage
    • The visit is scheduled for a specific time or as “All Day”.
    • The time before the Visit meets the configured automation wait time set by the user.
  • Event
    • Triggers a notification to the client’s email address regarding an upcoming visit.
  • Notes
    • This automation runs two times a day. It will check at 8 am and 5 pm in the account’s time zone. Same as “onsite” notification.

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  • Conditions 
    • The Visit or Task is scheduled for a time later than the current time
    • The visit is in the ‘active’ stage.
    • The task is ‘on_site’
    • The Visit or Task is has been rescheduled
  • Event
    • This automation will trigger a notification to the client’s email address regarding a rescheduled visit.
  • Notes
    • The user has a 60-minute window when a reschedule happens before a notification is sent to the client. They can move the visit as many times before 60 minutes. Once 60 minutes hit, it will send the notification regarding the latest change event.

      For recurring visits, only the latest active visit will get the rescheduled notification. This is to prevent multiple notifications from going out when ALL visits are updated subsequently.

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  • Conditions 
    • The Visit was completed from the MyDay page.
    • Optional action that must be selected by the user. If selected it will send a notification to the next visit.
  • Event
    • Users have an option to trigger the notification on the My Day Complete Visit page or when they complete a visit in the timesheet. If the user selects the option to send, then a notification will be sent to the client’s email address for the next calendar visit.
  • Notes
    • This automation is dependent on the user’s choice to send to select the option to send a notification to the next visit or not.

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  • Conditions 
    • The visit is in the Completed or Approved stage.
    • The visit meets the configured automation wait time set by the user.
  • Event
    • Triggers a notification to the client’s email address regarding a visit completion follow-up.
  • Notes
    • The automation will run hourly between 7 am and 7 pm in the account’s time zone. Users can set 0-30 days. Selecting 0 will trigger the notification on the same day the job/visit was completed on the next hourly run.

 

IV. Templates - Email and Text

We provide one system-type email template for each automation. Each automation will have its own email template that will come with every new and existing account. These templates cannot be deleted, however, you can edit them. Additional email templates can be set up and selected within the individual automation's settings. Below are several resources for editing and creating new email templates:

Support for Text Templates is coming in a future release!!

 

 

V. Troubleshooting 

If you are having trouble getting automations to trigger we've listed some common problems that user may run into or overlook when setting these up. As always, if you need any assistance setting up or troubleshooting this new feature please contact Support 

  • Check if the client is opt-in or out of automation (Client’s profile)
  • Check if automation is active/inactive
  • Check if automation is specific to any operations
  • Check the status (lead, proposal, active, completed, etc) of the job/visit/tasks. Most of the automations are dependent on the status of the entity.
  • Check if the term has a value. If a term has a “null” value, this will cause the automation to not run. There is a story to ensure required fields when creating/editing a term. Term must have a value of 0 or greater.
  • Check if an initial email is needed for the automation. For example, the Client Proposal Followup requires a proposal email is sent as a condition for the event to trigger.

 

 

 

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