Automations and reminders

Automations do the follow-up your office would otherwise have to remember. You set a rule once, and DispatchMind runs it every time. Automations are on the Team plan and up.

Every rule has two parts: when something happens, then do something.

Two kinds of rules

When a job changes. The rule runs the moment something on a job changes, like a tech marking it done or a tag being added.

Example: When a job is marked done, then tag it "Ready to invoice."

When time passes. The rule runs after a set amount of time, or on a schedule you pick.

Example: After 3 days, if the balance is still open, remind the office.

You can also set rules for when a balance is still open, so unpaid jobs don't sit quietly.

Set up a rule

1. Open Automations from the menu.
2. Start a new rule.
3. Pick the when: a job change, or time passing.
4. Pick the then: for example, add a tag or send a reminder.
5. Save it.

Rules worth starting with

Start with three or four. Add more once you see them working.

1. Done means ready to bill. When a job is marked done, tag it "Ready to invoice." Nothing finished goes unbilled.
2. Unpaid after 3 days. After 3 days, if the balance is still open, remind the office.
3. Approval follow-up. When a job gets tagged "Get approval," remind the office to follow up.
4. Weekly money check. Every week, open balances show up in collections, oldest first.

Stuck jobs

Jobs that haven't moved in 60 days are flagged for you. These are the jobs that turn into lost money: a part that never came, a customer who never called back, an invoice nobody sent.

When you see a flagged job:

1. Open it and read the notes and history.
2. Decide what's next: schedule it, bill it, or follow up.
3. Tag it with the next step.

On the Business plan, queues for stuck and unbilled jobs gather them in one place so you can clear them out in one sitting.

Tips

• Keep tags clean. Most rules run off tags. If your tags are messy, your rules will be too. See Jobs, tags and search.
• One rule, one job. Small rules are easier to understand and fix than one big rule that does five things.
• Check in after a week. Look at the jobs your rules touched and make sure they did what you meant.
• Clear out what you don't use. An old rule nobody remembers causes confusion.

Common questions

What should a rule do? Tags and reminders. Keep decisions about money and cancellations with a person.

Can the AI Dispatcher set up a rule for me? The AI Dispatcher works on your jobs: status, tags, notes, appointments, techs and new jobs. Set up rules yourself under Automations.

Related

• Getting paid
• Reports and commissions