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Common Actions for Spectora Advanced
Common Actions for Spectora Advanced

Learn the most common Actions (custom triggered emails and texts) used in Spectora Advanced and how to set them up.

Support Team avatar
Written by Support Team
Updated over 10 months ago

Every day, inspectors are discovering that Spectora Advanced can save them time, headaches (and in some cases money) over competing 3rd party office tools.

Actions are the most powerful tool in Spectora Advanced, where you can create custom triggers for emails and texts.

Check out this video from our CEO, Kevin, to see the most commonly used actions!

💻 Pro-tip: Just like Automations, you can use placeholders in your Actions! Placeholders will automatically pull in things like inspection address, date, client info, and more. Keep this list of placeholders handy while you create actions!

How to Create an Email Action to Notify a 3rd Party Company

When a client orders an add-on service that is performed by a third-party company, it's important for that company to be notified! In this section, we'll show you how to create an email action to let the 3rd party company know their presence is required at an inspection.

💡 Quick tip: Click on the video above to expand it in another window.

  1. Click your profile picture in the top right corner of your Dashboard

  2. Click "Actions" in the dropdown menu to open your Company Actions page

  3. Click to open the actions group where you'd like to add a new action

  4. Click "+ Add Action"

  5. Set your event time

  6. You can set the action to only trigger once, send when notifications are disabled, during certain hours, or only on weekdays.

  7. Click "Next"

  8. Click "+ Add Rule"

  9. Set your rule for a specific service or add-on that the 3rd party performs

    1. To set multiple rules, click "+ Add Rule" again

      1. Set your second rule for the service or add-on

      2. Click "ALL" to open a dropdown menu

      3. Click "ANY"

        1. This tells the system to trigger the action if any of the rules you created apply to the inspection

        2. Using all requires all rules to be met for the action to trigger

      4. This has now changed to "OR" in between the 2 rules

  10. Once you've set your rules, click "Next"

  11. Name your action if you'd like

    1. This name is not visible to anyone outside of your company/team

  12. Click "Next"

  13. Enter the 3rd party's email address

  14. Enter a subject line

  15. Fill out your email body and utilize the placeholders on the right to auto-fill important inspection data like address, date, and time

  16. Click "Save"

Need to create a text action instead? Check out this article!

How to Create an Upsell Email to Clients

A great way to up your average inspection revenue is by upselling! If a client books a Home/Residential Inspection but has no add-on services, you can use Actions to let them know the benefits of having different add-ons like Radon, Mold, or Termite inspections. In this section, you'll see how to create an upsell email.

💡 Quick tip: Click on the video above to expand it in another window.

  1. Click your profile picture in the top right corner of your Dashboard

  2. Click "Actions" in the dropdown menu

  3. Click to open the actions group where you'd like to add a new action

  4. Click "+ Add Action"

  5. Set your event time frame

  6. You can set the action to only trigger once or to send only during certain hours

  7. Click "Next"

  8. Click "+ Add Rule"

  9. Set your rule(s) to read "Does not have > Service Addon > ...."

  10. Click "Next"

  11. Name your action if you'd like

    1. This name is not visible to anyone outside of your company/team

  12. Click "Next"

  13. Select who the email is going to

  14. Add a subject line

  15. Fill out your email body and utilize the placeholders on the right to auto-fill important inspection data like address, date, and time

  16. Click "Save"
    ​

How to Create an Email to Notify Inspectors of New Inspections

Obviously, it's really important for your inspectors to know when and where they need to be each day. In this section, we'll show you how to create an email action to notify them every time they're booked for a new inspection.

💡 Quick tip: Click on the video above to expand it in another window.

  1. Click your profile picture in the top right corner of your Dashboard

  2. Click "Actions" in the dropdown menu

  3. Click to open the actions group where you'd like to add a new action

  4. Click "+ Add Action"

  5. Set your event time frame

  6. You can set the action to only trigger once or to send only during certain hours

  7. Click "Next"

  8. To send for specific service(s) only, click "+ Add Rule"

    1. Set your rule as "Has > Service > ..." if you want to send the email for specific services

  9. To send the action on every inspection (regardless of service), leave the rules section blank

  10. Click "Next"

  11. Name your action if you'd like

    1. This name is not visible to anyone outside of your company/team.

  12. Click "Next"

  13. Select who the email is going to

  14. Add a subject line

  15. Fill out your email body and utilize the placeholders on the right to auto-fill important inspection data like address, date, and time

  16. Click "Save"
    ​

How to Create an Action for When a Report Attachment is Added

In this section, we'll go over how to set an action to trigger when a report attachment is added. This is useful if you upload PDF reports for radon results, mold testing, or water sampling.

💡 Quick tip: Click on the video above to expand it in another window.

  1. Click your profile picture in the top right corner of your Dashboard

  2. Click "Actions" in the dropdown menu

  3. Click to open the actions group where you'd like to add a new action

  4. Click "+ Add Action"

  5. Click the 3rd dropdown menu to change the action event

  6. Select "Report Attachment Added After Scheduling/Confirmation"

  7. Click "Next"

  8. Click "+ Add Rule"

  9. Set the rule as "HAS > Report attachment name contains > type of report (ex. Radon, Mold, Water)"

  10. Click "Next"

  11. Name your action if you'd like

    1. This name is not visible to anyone outside of your company/team.

  12. Click "Next"

  13. Select who the email is going to

  14. Add a subject line

  15. Fill out your email body and utilize the placeholders on the right to auto-fill important inspection data like address, date, and time

  16. Click "Save"
    ​


How to Create an Email to Send to Agents Based on Tags

Your agents are an important part of your business. Some may be new agents, while others are your VIPs who bring a lot of inspections your way. In this section, you'll see how to create an action to email only certain agents based on contact tags.

💡 Quick tip: Click on the video above to expand it in another window.

  1. Click your profile picture in the top right corner of your Dashboard

  2. Click "Actions" in the dropdown menu

  3. Click to open the actions group where you'd like to add a new action

  4. Click "+ Add Action"

  5. Set your event time frame

  6. You can set the action to only trigger once or to send only during certain hours

  7. Click "Next"

  8. Click "+ Add Rule"

  9. Set your rule as "Has > Client agent tag > ..."

  10. Click "Next"

  11. Name your action if you'd like

    1. This name is not visible to anyone outside of your company/team.

  12. Click "Next"

  13. Select who the email is going to

  14. Add a subject line

  15. Fill out your email body and utilize the placeholders on the right to auto-fill important inspection data like address, date, and time

  16. Click "Save"

How to Create a Payment Reminder Email

Sometimes, clients forget to pay for the inspection or missed that step in the client portal. Whatever the case may be, Actions allow you to create custom reminders to collect payment. In this section, you'll see how to create an action to email a reminder for payment prior to the inspection.

💡 Quick tip: Click on the video above to expand it in another window.

  1. Click your profile picture in the top right corner of your Dashboard

  2. Click "Actions" in the dropdown menu

  3. Click to open the actions group where you'd like to add a new action

  4. Click "+ Add Action"

  5. Set your event time frame

    1. A good time frame to use in this case is "1 day before Inspection Start Time"

  6. You can set the action to only trigger once or to send only during certain hours

  7. Click "Next"

  8. Click "+ Add Rule"

  9. Set your rule as "Does not have > Inspection paid"

  10. Click "Next"

  11. Name your action if you'd like

    1. This name is not visible to anyone outside of your company/team.

  12. Click "Next"

  13. Select who the email is going to

  14. Add a subject line

  15. Fill out your email body and utilize the placeholders on the right to auto-fill important inspection data like address, date, and time

  16. Click "Save"
    ​

How to Create an Agreement Reminder Email

Clients may occasionally forget to sign the agreements for their inspection or pass right over the task in the client portal. Because the agreements are an important part of the inspection as a business owner, you may need to remind them to sign these documents. In this section, you'll see how to create an action to email a reminder about signing the agreements.

💡 Quick tip: Click on the video above to expand it in another window.

  1. Click your profile picture in the top right corner of your Dashboard

  2. Click "Actions" in the dropdown menu

  3. Click to open the actions group where you'd like to add a new action

  4. Click "+ Add Action"

  5. Set your event time frame

    1. A good time frame to use in this case is "1 day before Inspection Start Time"

  6. You can set the action to only trigger once or to send only during certain hours

  7. Click "Next"

  8. Click "+ Add Rule"

  9. Set your rule as "Does not have > Agreements signed"

  10. Click "Next"

  11. Name your action if you'd like

    1. This name is not visible to anyone outside of your company/team.

  12. Click "Next"

  13. Select who the email is going to

  14. Add a subject line

  15. Fill out your email body and utilize the placeholders on the right to auto-fill important inspection data like address, date, and time

  16. Click "Save"

Examples of Service-Specific Upselling Emails & Texts

Not sure how to word your emails or texts? No worries at all! Check out these examples below! Click into each section to see an email and a text template to use.

RADON UPSELLS

RADON UPSELL EMAIL

Hi {{CLIENT_FIRST_NAME}},

We noticed you didn't request radon testing with your appointment. Two reasons you may want to get this done during your inspection period:

1. Radon is one of the most common issues revealed by home inspections. It is a carcinogen, and is the 2nd most-common cause of lung cancer. This means that it’s an extremely dangerous gas, and any excessive presence of radon in your home could increase your risk of developing cancer, even if you don’t smoke.

2. There is no way to tell which homes have elevated radon levels unless they are tested. Every home could be at risk for high levels of radon, and because radon is colorless, odorless and tasteless, you cannot detect this gas without a specialized testing kit.

By not having a radon test done, you're running a high risk of having toxic levels in your home and not knowing.

If you'd like to add a radon test to your inspection, just reply to this email "Add Radon Testing" and we will take care of the rest.

Please let us know if you have any questions!

Thank you,

RADON UPSELL TEXT

Hi {{CLIENT_FIRST_NAME}},

Thanks for scheduling your home inspection with {{COMPANY_NAME}}. We noticed that you didn't request radon testing. Here is some important info that I wanted to share regarding the potential hazard of radon. If you'd like to add a radon test to your appointment, just let us know!

{{INSPECTOR_NAME}}

{{INSPECTOR_PHONE}}

MOLD UPSELLS

MOLD UPSELL EMAIL


Hi {{CLIENT_FIRST_NAME}},

We noticed you didn't request mold testing with your appointment. Here are a couple reasons you may want to get this done during your inspection period:

1. Skipping a mold inspection can leave you with unwanted issues down the road. You'll pay for the mold repair as well as the water damage to prevent future mold issues. You get to pay double if not more just to fix the damage that was already done. That is the kind of problem you want to avoid.

2. Your insurance carrier may require it. Similar to needing a referral from your primary doctor to see a specialist (which we all know is a pain), it can be necessary if you want to be compensated for your property damages.

Mold problems can be a hefty expense to remedy. We always suggest making the most out of your investment by getting a mold inspection before purchasing a new property.

If you'd like to add a mold test to your inspection, just reply to this email "Add Mold Testing" and we will take care of the rest.

For more info on mold, click here!

Please let us know if you have any questions!

Thank you,

MOLD UPSELL TEXT

Hi {{CLIENT_FIRST_NAME}},

Thanks for scheduling your home inspection with {{COMPANY_NAME}}. We noticed that you didn't request a mold test. Here is some important info that I wanted to share regarding the potential issues mold can cause in a home. If you'd like to add a mold test to your appointment, just let us know!

{{INSPECTOR_NAME}}

{{INSPECTOR_PHONE}}

TERMITE UPSELLS

TERMITE UPSELL EMAIL


Hi {{CLIENT_FIRST_NAME}},

We noticed you didn't request a termite inspection with your appointment. Did you know....

1. Termites are the greatest pest concern. Nearly one quarter (22 percent) of homeowners have experienced structural damage to their home from a pest problem. Don't become a statistic.

2. Your lender may require it. If the home has any structural damage from termites, the lending company will require the property to be treated and any structural damage be repaired by a license termite control company. You probably don't want to foot that bill.

Termite infestations can turn into a long term (and expensive) issue. We always suggest making the most out of your investment by getting a termite inspection before purchasing a new property.

If you'd like to add a termite inspection to your appointment, just reply to this email "Add a Termite Inspection" and we will take care of the rest.

For more info on termites, click here!

Please let us know if you have any questions!

Thank you,

TERMITE UPSELL TEXT

Hi {{CLIENT_FIRST_NAME}},

Thanks for scheduling your home inspection with {{COMPANY_NAME}}. We noticed that you didn't request a termite inspection with your appointment. Here is some important info that I wanted to share regarding the potential damage termites can do on your home. If you'd like to add a termite inspection to your appointment, just let us know!

{{INSPECTOR_NAME}}

{{INSPECTOR_PHONE}}

SEWER SCOPE UPSELLS

SEWER SCOPE UPSELL EMAIL

Hi {{CLIENT_FIRST_NAME}},

We noticed you didn't request a sewer scope with your appointment.

Sewer line inspections are affordable and typically quick to perform, but sewer repairs can be extremely expensive. Why spend the money on a repair when you could have avoided it with a simple inspection? You could end up digging up your yard or even driveway. Why risk it?

We'd be happy to help provide peace of mind with a sewer scope inspection for just $150.

If you'd like to add a sewer scope to your inspection, just reply to this email "Add Sewer Scope" and we will take care of the rest.

For more info on sewer scopes, click here!

Please let us know if you have any questions!

Thank you,

SEWER SCOPE UPSELL TEXT

Hi {{CLIENT_FIRST_NAME}},

Thanks for scheduling your home inspection with {{COMPANY_NAME}}. We noticed that you didn't request a sewer scope with your appointment. Here is some important info that I wanted to share regarding the potential issues you can avoid with this service. If you'd like to add a sewer scope inspection to your appointment, just let us know!

{{INSPECTOR_NAME}}

{{INSPECTOR_PHONE}}

THERMAL IMAGING UPSELLS

THERMAL IMAGING EMAIL

Hi {{CLIENT_FIRST_NAME}},

We noticed you didn't request a thermal imaging inspection with your appointment.

{{INSPECTION_COMPANY}} has trained eyes to see problems and areas for potential problems, however we can’t see everything.

While the naked eye can see where a problem may be, an infrared camera can see exactly where the problems are, and can be a big advantage for home buyers.

Thermal Inspections Can Reveal:

  • The placement of studs and rafters that might not be to the code

  • Water penetration into roofs and ceiling surfaces

  • Moisture build up in building materials

  • Detection of missing or insufficient insulation

  • Electrical issues at points like breaker boxes, outlets, and switches

  • Detect plumbing & piping and their proper/improper installation

  • Impact on energy efficiency

  • Detection of pests

If you'd like to add thermal imaging to your inspection, just reply to this email "Add Thermal Imaging" and we will take care of the rest.

For more info on thermal imaging, click here!

Please let us know if you have any questions!

Thank you,

THERMAL IMAGING UPSELL TEXT

Hi {{CLIENT_FIRST_NAME}},

Thanks for scheduling your home inspection with {{COMPANY_NAME}}. We noticed that you didn't request thermal imaging with your appointment. Here is some important info that I wanted to share regarding the potential issues you can avoid with this service. If you'd like to add thermal imaging to your appointment, just let us know!

{{INSPECTOR_NAME}}

{{INSPECTOR_PHONE}}

11 MONTH WARRANTY/ NEW CONSTRUCTION UPSELLS

11 MONTH WARRANTY/ NEW CONSTRUCTION UPSELL EMAIL

Hi {{CLIENT_FIRST_NAME}},

We hope that you've been loving your new home and feel settled in! We wanted to reach out and make sure you didn't miss the deadline to schedule your 11th Month Warranty Inspection! As you may already know, most builders offer a one-year warranty on a new home.

Anything that is discovered or goes wrong after the warranty period becomes the responsibility of the homeowner. Let our team perform an inspection so that you can take any necessary steps to hold your builder and his subcontractors to their warranties while they’re still enforced.

Let us know ASAP if you'd like to get this scheduled before your warranty expires, or feel free to schedule online here.

For more info on 11th Month Warranty Inspections, click here!

We look forward to speaking with you again,

11 MONTH WARRANTY/ NEW CONSTRUCTION UPSELL TEXT

Hi {{CLIENT_FIRST_NAME}},

We hope that you've been loving your new home and feel settled in! We wanted to reach out and make sure you didn't miss the deadline to schedule your 11th Month Warranty Inspection! Let us know ASAP if you'd like to get this scheduled before your warranty expires, or feel free to schedule online here.

{{INSPECTOR_NAME}}

{{INSPECTOR_PHONE}}

3RD PARTY VENDOR NOTIFICATIONS

Variables to change as needed: Vendor name, 3rd party service, "TO" Email address

  • Scheduled (Event: "At time of inspection scheduled")

    Hi Joe,

    A mold inspection has been scheduled for {{CLIENT_NAME}} ( {{CLIENT_PHONE}} ) at {{ADDRESS}} on {{INSPECTION_DATE}} at {{INSPECTION_TIME}}.

    Please let me know if you have any questions,
    ​

  • Canceled (Event: "At time of inspection canceled")

    Hi Joe,

    A mold inspection has been canceled for {{CLIENT_NAME}} ( {{CLIENT_PHONE}} ) at {{ADDRESS}} on {{INSPECTION_DATE}}.

    Please let me know if you have any questions,
    ​

  • Removed (Event: "At time of service or addon removed after scheduling/confirmation")

    Hi Joe,

    A mold inspection has been canceled for {{CLIENT_NAME}} ( {{CLIENT_PHONE}} ) at {{ADDRESS}} on {{INSPECTION_DATE}}.

    Please let me know if you have any questions,
    ​

  • Added (Event: At time of service or addon added after scheduling/confirmation")

    Hi Joe,

    A mold inspection has been added for {{CLIENT_NAME}} ( {{CLIENT_PHONE}} ) at {{ADDRESS}} on {{INSPECTION_DATE}} at {{INSPECTION_TIME}}.

    Please let me know if you have any questions,
    ​

  • Rescheduled (Event: "At time of inspection rescheduled")

    Hi Joe,

    A mold inspection has been rescheduled for {{CLIENT_NAME}} ( {{CLIENT_PHONE}} ) at {{ADDRESS}} to the following date and time: {{INSPECTION_DATE}} at {{INSPECTION_TIME}}.

    Please let me know if you have any questions,
    ​

  • 1 Day Before Reminder (Event: "1 day before inspection start time")

    Hi Joe,

    This is just a reminder that a mold inspection is to be performed tomorrow. Details below.

    {{CLIENT_NAME}}

    Address: {{ADDRESS}}

    Inspection: {{INSPECTION_DATE}} at {{INSPECTION_TIME}}

    Please let me know if you have any questions,

Check out these step-by-step articles on how to set up Advanced Actions:

Advanced Actions: Choose an Event

Advanced Actions: Add Rules

Advanced Actions: Choose an Action and Add Details

Looking to get started with Spectora Advanced? Click here to get on a demo!

If you have any questions or feedback, write into our chat bubble or email support@spectora.com!


​

Related Articles
How to Create Actions for Specific Triggers
Spectora Advanced: Actions Library
Advanced Actions: Add Rules
Spectora Advanced: Import New Actions
Spectora Advanced: Getting Started with Actions
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