Programmed messages are automatic and manual client follow-ups triggered when certain conditions are met.
Programmed messages can be automatic (used when the user wants to send Email or SMS messages) or manual (when the user wants to be reminded about phone calls or emails).
To access this submodule, navigate to Clients → Programmed Messages.
1. To create and schedule a programmed message, click the + icon in the top right corner and choose the necessary information in the pop-up window.
a. Depending on the user’s choice under Module, the above-mentioned modal window can have different options. The Leads module also has options to specify the lead status and services mentioned.
If one of the following options: Estimates, Workorders or Invoices is selected, the system allows to specify Statuses, Services, and Service statuses.
If the Schedule Event option is set, the system will allow the user to specify the Workorder status also.
If the Client Task option is set, the system allows to specify the task category.
b. When selecting the type, it can be either Manual: Call or Mail, or Auto: Email and SMS. The first 2 options under Manual should be selected when the user wants to be reminded about phone calls or emails, while the second under Auto should be chosen when the users want to send emails or SMS messages automatically.
Programmed messages with the Manual type (either Mail or Call) will appear later on in the Follow Up submodule as a reminder.
Programmed messages with the Auto type (either Email or SMS) will start sending messages based on the preselected parameters mentioned during the programmed message creation process.
c. Adding a checkmark next to Repeat will send a programmed message each time according to the period mentioned under Send after/Call after and Range.
Example: Send after is set to 1 and Range to Days, while the checkmark is added next to Repeat, the system will send such programmed message everyday at a defined time.
The Repeat checkmark is available for Leads, Estimates, Workorders, Invoices module drop-down value only.
d. Next to Allowed For if the user clicks on Residential, Commercial, or Municipal client type, the system will deselect all clients of the specific type. By default, all types are included. It allows the users to select client type who should receive the automatic Email or SMS.
e. Clicking the Write Tag allows to add a new tag or an existing one from the list.
f. Under the Template users should specify the text of the message that they want to send or remind about.
2. Whenever the user creates a programmed message with the automatic type Email within the Client → Programmed Messages submodule page, statistics is available helping the user to see how many emails have been sent and how many of them were opened, clicked, bounced and complained. To see the data, navigate the mouse to the blue i icon in the Type column.
3. Clicking the pencil icon next to an existing programmed message opens the Edit pop-up, where users can adjust the programmed message according to their needs.
4. Once the programmed message is created, users will see a toggle (in on status) that shows that the programmed message is active. To disable it, users should click once. All disabled (stopped) programmed messages have a toggle off.
