The Passport365 app has a feature which allows you to set up automated communications and messages which can be sent to the customer or your field workers directly. 

The default email communication presets are:

  • Change of job status

  • Send invoice 

  • Send quote

  • Quote follow-up

  • Job allocation information 

  • Job confirmation

  • Schedule job reminder

  • Customer job visit reminder

  • Job sheet

  • Job report

  • Revisit job allocation information

  • Change of job

  • Change of revisit

There is also an automated post work signature message that can be delivered via email.

Each of these templates can be customised with as little of as much information as you like pertaining to the customer, job, invoice and company. 

In this screen you will find default templates already set up; however, each template can be adjusted to accommodate the fields you require and be personalised as you so wish.

To the right of this screen you will find an expandable selection of fields which can be added to the templates. In some cases, the menu is in the collapsed view. To open the menu is simple, simply navigate to the arrow in the grey box in the right hand corner of the screen and click; the menu should expand and provide you with a full view:

The expanded view looks like this:


From the menu on the right, there are five categories, each of which expands into a list of variables which can be added to any of the templates.

The variables you can select from are:

Invoice Variables

  • Invoice total

  • Invoice reference

  • Invoice outstanding

  • Invoice due

  • Invoice creation date

  • Invoice job address

  • Invoice name

Quote Variables 

  • Quote total

  • Quote reference

  • Quote job address

  • Quote creation date

  • Quote name

Job Variables

  • Job address

  • Job date & time

  • Job worker

  • Job status

  • Job name

Customer Variables

  • Customer name

  • Customer email

  • Customer telephone

  • Customer address

Company Variables

  • Company name

  • Company address

  • Company telephone

  • Company website

  • Company fax

  • Company email

  • Todays date

  • Company logo

Any of the variables can be added to any of the templates and doing so is very straightforward. 

  • To insert a field into your template, simply click in the space where you want it to appear in your template box on the left of the main screen and then select the variable field you wish to appear there.

For example, if we wanted to have our field workers receive an automated message when there is a new allocated job we would navigate down to the 'Job Allocation Information' template and first tick the box beside the header.
This indicates to the system that this message should now be activated and all future allocations of job will use this template automatically.

Next, we need to define how the subject header of this email appears to our field workers. Let's input a generic phrase first and then add a variable field.
Let's type 'Job Allocated: Action Required' into the 'Subject Box' and, to ensure that these remain specific and easily identifiable to our field worker, let's also add the job reference and client name.

  • Place your cursor in the box beside the Subject heading and manually type the first phrase in: 'Job Allocated: Action Required'. 

Then, using your mouse, navigate to the right hand side menu and locate the variable field labelled 'Job reference' (this is under Job Variables).

By selecting 'Job reference', you will see that the template has now changed to include the variable field, '{job_reference}'.

Now we want to add our client name. If you added this straightaway then there would be no space between the job reference and the client name so you will need to return to the template and add your punctuation or a conjunction.
Here, we'll just add another space and then select 'Customer name' (found in 'Customer Variables').

The template can be customised using the variable fields provided to suit whatever you wish each automated message to convey. 

In this example, the body of our message to our field worker will say:

'Hello {job_worker}

The following job has been allocated to you

{job_name} {job_reference} {job_scheduled_date_time}  {job_address} {customer_name}

Thanks {company_name} {company_tel} {company_logo}'

Each of the references contained within the parentheses indicates a variable field that will update automatically according to which job this particular message is being sent in response to.

Once you have completed each of your templates, don't forget to select the 'Save' button at the bottom of the page or to the left of the screen, under the 'Settings/Company' sub-menu.

Selecting which emails are automated

Each of the templates can be selected or deselected to be generated or not using the radial tick boxes beside each template name. If you have any which are deselected then a message will not be automatically generated by the system.

Selecting an email address from which the messages are generated

You can choose one email address from which the automatic emails are generated and to whom replies to these automated emails will be received. 

At the top of the 'Messages & Communication' page is a box marked, 'Default send email address'. Simply type the email address here that you want to serve as the default address from which all automated messages are sent. 

Once you are finished, click 'Save' to complete your changes.

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