How to Create Automations for Event Types in Roofr Calendar
Use Automations with your calendar to streamline your workflow even further. Create automations to update the job status, create tasks for your team, send emails and SMS, and keep your whole team operating seamlessly. Here’s a step-by-step guide to setting up automations for your Calendar.
Overview:
Automations allow you to reduce manual work by automatically sending notifications, reminders, and updates for scheduled events. You can trigger automations based on event creation, updates, deletions, and upcoming reminders.
In this article we'll cover:
- Using event types to tigger automations
- Creating custom automations from scratch
- Using pre-made automation options
- Common use cases for event automations
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Using Event Types for Automations
Step 1: Choose an Event Type
- When creating a new event in your Roofr calendar, you’ll first select an event type.
- Event types are predefined categories related to different stages of the job cycle and allow you to automate your job cards more accurately.
- If none of the specific event types apply, you can always select General or Unavailable.
Automations are triggered by the event type. Different event types trigger different automation options and allow you to customize your communications based on the type of event that has been scheduled.
Email & SMS Templates:
- With message templates you can create personalized emails and texts based on the type of event that is scheduled. The dynamic fields pull in job and event details, so you can deliver personalized updates and reminders, without the effort.
Example: Here we have created a template for a Material Drop-Off Reminder. When an event is scheduled using the "Material Drop-off" type - the homeowner automatically receives and email with the details and what to expect.
Creating Automations
- To set up automations, navigate to the Automations page from the left-hand menu.
- At the top of this page, you have two options:
- Create a custom automation
- Browse pre-made automations
Create a Custom Automation
Step 1: Select "Create Custom"
- To create an event-triggered automation, select “If an event is created” from the available triggers.
- Then choose a specific event type for the automation. For example, you might choose Sales Appointment.
Step 2: Choose Automation Actions
- After selecting the event type, you’ll be able to choose different automation actions:
- Create a task for your team.
- Send an email to a team member or customer.
- Send a text message to a team member or customer.
- Change the job stage of a project.
Action: Change Job Stage to
- If you select “Change job stage to” as an automation action:
- Choose the workflow stage you want the job to move to when the event type occurs.
- For example, when a Sales Appointment is created, you can set the job stage to “Appointment Scheduled”.
- Save the automation, and it will automatically update the job stage whenever a new event of that type is created.
Action: Send Email or Text
- Another example is setting up an automation for upcoming events:
- Choose the event type (e.g., Roof Install or Sales Appointment).
- Set up the automation to send an email a certain amount of time before the event occurs.
- This ensures that your customers are notified in advance and helps streamline communication.
Action: Create Tasks
- Another example is setting up an automation for upcoming events:
- Choose the event type (e.g., Roof Install or Sales Appointment).
- Set up the automation to send an email a certain amount of time before the event occurs.
- This ensures that your customers are notified in advance and helps streamline communication.
Step 8: Save and Monitor Your Automations
- Once your automations are set up, Roofr will handle the rest automatically.
- This helps you maintain consistency in your job stages, communication, and internal tasks.
Browse Pre-Made Automations
- If you select Browse Automations, you’ll see several pre-made options related to events. These pre-made options are based on commonly used event automations and are designed to give you a head start.
- Once you have selected an option, complete the necessary details off your action such as adding the event type, and choosing a message template.
- Then, simply save and monitor your automation.
Common Automation Use Cases & Examples
Here are a few ways we see roofing businesses using automations to save time and standardize their work:
- Homeowner Reminders for Appointments:
- Set up automations that send reminder emails or texts to homeowners the day before their scheduled appointment. This reduces manual follow-ups and keeps homeowners informed.
- Internal Event Updates:
- Automatically notify team members when an event is created or modified. For example, if a sales call is rescheduled, the sales rep will receive an instant notification.
- Appointment Confirmations:
- After scheduling an event, trigger an automatic confirmation email to homeowners, including event details like the date, time, and project scope.
🧠 FAQs
Q: How do I disable automations if I no longer need them?
- Answer: You can toggle off any automation by navigating to the Automations tab and switching the automation status to "Off."
Q: Can I customize the text of reminder messages?
- Answer: Yes, all reminder and notification templates are fully customizable. You can edit the message content to include personalized details using dynamic fields. The details are pulled in from the job record.
Q: Can I send multiple reminders for the same event?
- Answer: Yes, you can set up multiple reminders for the same event (e.g., 3 days before and 1 hour before) by creating separate automations.
