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Scheduled jobs split by automated and manual scheduling.
Ranked by scheduled jobs.
Ranked by scheduled jobs.
How job statuses and automatic communications work.
From installer outreach through customer acceptance.
To: Each selected vendor's company email.
Contains: Customer and location details, job description, equipment and documents, vehicles, requested installers, customer availability, and a link to submit availability.
Status: Awaiting Installer Response.
Customer: Receives the dates, times, mileage, and a link to accept an appointment.
Dispatch manager: Receives an alert naming the responding vendor and linking to the job.
Timing: The first customer offer waits until two hours after vendor outreach began so other offers can be collected. Later offers are sent as they arrive.
Status: Awaiting Customer Response.
To: Customer contact email addresses.
Timing: Every two hours while the job remains Awaiting Customer Response. Offers expire 48 hours after submission.
Contains: The active appointment offers and response link.
Accepted vendor: Receives the work order, appointment, equipment information, training resources, and equipment documents.
Customer: Receives the scheduled installation confirmation.
Other responding vendors: Receive a release-hold email listing dates they no longer need to reserve.
Dispatch manager: Receives a customer-accepted alert linking to the job.
Status: Scheduled.
Messages sent when dispatch schedules directly.
Vendor company email: Receives the work order, appointment, equipment information, training resources, and documents.
Customer: Receives the scheduled installation confirmation.
Customer: Receives the self-install kit with equipment details, documents, training videos, and training guides.
The kit can be sent again with Re-send Self Install Kit. Self installs do not require vehicle audits before Ready to Process.
What happens when a Scheduled job moves to Cancelled.
To: Customer contact email addresses.
Contains: Job name, customer, previous scheduled date and time, and cancellation reason.
To: The scheduled vendor's company email.
Contains: Job name, customer, previous scheduled date and time, and cancellation reason.
For automated jobs, previous vendor invitations, offers, selections, schedule, and work-order workflow records are cleared so they cannot be reused.
These cancellation emails are triggered specifically by a transition from Scheduled to Cancelled. Cancelling from another status does not send scheduled-job cancellation notices.
Communications after installation.
Customer: Receives a completion receipt with the signed work-order PDF attached.
Status: Ready to Audit. Vehicle audit toggles are reset for dispatch review.
To: The assigned dispatch manager.
Contains: The job name and a link to the Zoho task.
The reminder is skipped when the job is already Ready to Process (Completed).
The difference between resending an existing message and restarting the automated workflow.
| Action | Recipient | What it does |
|---|---|---|
| Restart Automated | Newly selected vendor company emails | Starts over. Deletes the prior vendor invitations, availability offers, customer-response links, work order, workflow tokens, and accepted schedule selection. It then creates a fresh vendor-offer cycle, sends new opportunity links, and moves the job to Awaiting Installer Response. |
| Re-send Vendor Emails | Previously selected vendor company emails | Does not start over. Keeps the current invitations and availability workflow, then sends the existing installation opportunity again. |
| Re-send Customer Offers | Customer contact email addresses | Keeps the current offers and response links, then sends the active appointment options again. |
| Re-send Work Order | Scheduled vendor company email | Keeps the current work order and sends its existing link and job resources again. |
| Re-send Self Install Kit | Customer contact email addresses | Sends the self-install documents and training resources again without changing the job workflow. |