Appointment Automations

Introduction

Appointment Automations can improve your customer experience, limit calls and decrease missed appointments. Below are details on what triggers each of the appointment automations. For steps to set-up check out this article.

 

Table of Contents

- Upcoming Onsite Estimate Notification

- Upcoming Visit Notification

- Upcoming Visit Rescheduling Notification

- Crew Arriving Soon Notification

 

Upcoming Onsite Estimate Notification - Premier Only

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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.

 

Upcoming Visit Notification - Premier Only

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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.

 

Upcoming Visit Rescheduling Notification - Premier Only

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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.

 

Crew Arriving Soon Notification - Premier Only

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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.mceclip0.png
  • 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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