With Spectora Advanced, you can set up an Action to automatically email a 3rd party contractor when a particular service or add-on is scheduled. This allows the 3rd party to be notified of the correct date and time of the inspection, so no appointments are missed!
How to Create a 3rd Party Email Action
In this section, we'll walk through how to create an email action to notify your 3rd party company of a newly scheduled inspection for a particular service or add-on.
 💡 Quick tip: Click on the video above to expand it in another window. |
Click your profile picture in the top right corner of your Dashboard
Click "Actions" in the dropdown menu to open your Company Actions page
Click to open the actions group where you'd like to add a new action
Click "+ Add Action"
Set your event time
You can set the action to only trigger once, send when notifications are disabled, during certain hours, or only on weekdays.
Click "Next"
Click "+ Add Rule"
Set your rule for a specific service or add-on that the 3rd party performs
To set multiple rules, click "+ Add Rule" again
Set your second rule for the service or add-on
Click "ALL" to open a dropdown menu
Click "ANY"
This tells the system to trigger the action if any of the rules you created apply to the inspection.
Using all requires all rules to be met for the action to trigger.
This has now changed to "OR" in between the 2 rules
Once you've set your rules, click "Next"
Name your action if you'd like
This name is not visible to anyone outside of your company/team.
Click "Next"
Enter the 3rd party's email address
Enter a subject line
Fill out your email body and utilize the placeholders on the right to auto-fill important inspection data like address, date, and time
Click "Save"
Nice job! You've now created your 3rd party email action!
How to Create a 3rd Party Text Action
In this section, we'll walk through how to create a text action to notify your 3rd party company of a newly scheduled inspection for a particular service or add-on.
Note: Text messages can only be customized if you have a custom phone number. To purchase a custom phone number and create custom texts, check out this article.
 💡 Quick tip: Click on the video above to expand it in another window. |
Click your profile picture in the top right corner of the Dashboard
Click "Actions" in the dropdown menu to open your Company Actions page
Click to open the actions group where you'd like to add a new action
Click "+ Add Action"
Set your event time
You can set the action to only trigger once, send when notifications are disabled, during certain hours, or only on weekdays.
Click "Next"
Click "+ Add Rule"
Set your rule for a specific service or add-on that the 3rd party performs
To set multiple rules, click "+ Add Rule" again
Set your second rule for the service or add-on
Click "ALL" to open a dropdown menu
Click "ANY"
This tells the system to trigger the action if any of the rules you created apply to the inspection.
Using ALL requires all rules to be met for the action to trigger.
This has now changed to "OR" in between the 2 rules
Once you've set your rules, click "Next"
Select "Send text" from the dropdown
Name your action if you'd like
This name is not visible to anyone outside of your company/team.
Click "Next"
Enter the 3rd party's phone number
If you want to create customized text messages, you'll need a custom phone number
Click "Save"
And now you're all set! Your 3rd party company will now receive email and/or text notifications when you book an inspection for their service.
Frequently Asked Questions
Why didn't my email to my third-party company trigger/send?
Be sure to check the rules of your action. If your rules say "AND" in between them, that means every service listed needs to be on the inspection for the notification to be sent out.
Why do I need a custom phone number to send the texts I want?
There are a lot of guidelines surrounding texting implemented by major telecom companies. These guidelines are in place to reduce the amount of phishing, spam, and fraudulent texts. For more info, check out this article.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
