Programmed Messages

With programmed messages, you can set up automatic emails and texts or reminders for calls and follow-ups

Updated May 23, 2026

Programmed messages are automatic, and manual client follow-ups are triggered when certain conditions are met.

Programmed messages can be automatic (used when you want to send email or SMS messages) or manual (when you want to be reminded about phone calls or emails).

  • Only users with the Admin role can configure or edit Programmed Messages.
  • To access this submodule, navigate to Clients → Programmed Messages.

Create a Programmed Message

1. Start: Click the + icon in the top right corner and choose the necessary information in the pop-up window.

2. Configure Details: After clicking the + icon, the Add modal appears where you can make necessary adjustments:
Module: Choose the related module (Leads, Estimates, Workorders, Invoices, etc.). The options you see depend on the selected module:

  • Leads: Specify lead status and services;
  • Estimates, Workorders, Invoices: Define statuses, services, and service statuses;
  • Schedule Event: Select the Workorder status;
  • Client Task: Choose the task category.

Type: Select how the message will function:

  • Manual (Call, Mail or Estimate Follow-Up): This option is used for follow-ups that require manual communication with the client. These appear later in the Follow-Up submodule.
  • Auto (Email or SMS): Automatically sends messages based on preset parameters.

Repeat Sending on Schedule: Enable this option to send messages repeatedly based on the schedule you define. 

  • Send after/Call after: Set the interval (e.g., 1 day, 1 week). Example: if Send/Call After is set to 1 day, and Repeat is checked, the system will send the message daily.
  • ⚠️ High-Volume Repeat Message: This shows on the programmed message edit page if it affects 100 or more projects. If fewer than 100 projects are affected, the message saves normally without the popup.
  • ⚠️ Attention: You have 1xx active Programmed Message(s) with repeat enabled that affect 100+ projects each. This could result in high-volume email/SMS sends.

Repeat is only available for Leads, Estimates, Workorders, and Invoices modules. 

Allowed For: Select client types (Residential, Commercial, or Municipal). By default, all types are included. Clicking a type will exclude it from receiving messages.

Client Tag

  • Triggers messages or reminders when the linked client has at least one selected client tag.
  • Supports multiple selections with the same dropdown and autocomplete behavior.

Project Tag

  • Triggers messages or reminders only when the related project has at least one selected project tag for the project.

  • Supports multiple selections with the same dropdown and autocomplete behavior.

Exclude Tags option

  • Unchecked (default): include records with the selected tags.

  • Checked: exclude records with the selected tags.

  • Client Tag and Project Tag exclusions work independently.

From - The From field allows you to choose which email address will be used when sending the programmed message.

Available options include:

  • Brand Email - Uses the company’s default email address configured under Company Management → Brands.
  • Estimator Email - Uses the email address assigned to the estimator associated with the project.
  • Custom Email - Allows you to manually enter a specific email address that will be used to send the programmed message.

Template - is the content the system will use for the automated message.

Hover your mouse over the icons to see what each one is used for.
  • [var] stands for variable. Variables automatically pull client-, project-, and company-specific information from the system into the programmed message.
Please note that available variables depend on the selected module and its corresponding settings. For example, if the programmed message module is set to Leads, you cannot use Portal variables because Leads do not have portals. Portal variables are only applicable to modules such as Estimates and Invoices.

  • To attach a PDF, tick the checkbox on the bottom right, under the Template field.

  • Specify the text message (for both reminders and automatic messages)


Statistics for Automatic Emails: 

For automatic emails, performance statistics are available. Hover over the blue info (i) icon in the Type column within the Programmed Messages submodule to view email metrics such as:

  • Sent – Total number of emails sent
  • Opened – Number and percentage of recipients who opened the email
  • Clicked – Number and percentage of recipients who clicked links within the email
  • Bounced – Number and percentage of emails that could not be delivered
  • Complained – Number and percentage of recipients who marked the email as spam or submitted a complaint

These statistics can help monitor email engagement and delivery performance.

Editing and Managing Messages

Edit: Click the pencil icon to adjust any details of an existing programmed message.

Toggle Status: 

  • Messages with the toggle in the "on" position are active:
  • To stop a message, click the toggle to switch it off or deactivate: