Every email a customer can get

A list of every email RotaRound can send your customers, when each one goes, and whether it sends by itself or only when you choose.

Last updated

What it is#

This is the full list of emails a customer can receive from your business. Every one goes out under your trading name, with your branding, and is kept in the Mailbox.

When to use it#

Use it to check what a customer has been told, or which tick sends what.

How to do it#

  1. Read the table below. "By itself" means the app sends it. "By you" means it goes only when you tick or press something.
  2. To see what a customer received, search for their name in the Mailbox.
Email When it goes Sent
Visit confirmation A visit is confirmed By itself when Notify customer of visit by email is on, or by you with Send visit confirmation to customer
Visit moved You move a confirmed visit By you, with Email the customer the new date
Visit rearranged or back on You rebook a cancelled visit, or reopen a cancelled day the customer was told about By itself, as a result of what you did
Visit cancelled You cancel a visit or a day By you, with Email the customer about this cancellation
Visit not rearranged You close a visit you cannot rearrange By you, with Email the customer that we cannot rearrange this visit
Visits paused You pause a property By you, with Email the customer
Season reminder A week before a season starts, changes or ends By itself, when the service has Email the customer a week before each change ticked
Visits ending You end a property, a service or the whole customer By you, with the email tick on the ending sheet
Customer page link You send the link, or re-issue a revoked one By you with Send link, or by itself on re-issue
Quote or booking You add a quote, job or service By you, with Email the customer what has been agreed, or Chase
Price update You send a price change to a customer not in an agreement By you, with Send the price update
Price stays the same You put off a price review By you, with Tell the customer
Agreement and reminders You send an agreement; reminders follow on your reminder days By you, with Send agreement; reminders by themselves
Agreement accepted or cancelled The customer accepts or cancels By itself, with a copy of the agreement on acceptance
Agreement update or price review An update or rise under an agreement By you, or by itself when rises are set to Send automatically
Your own email You write to one customer or a group By you, from the Mailbox
A code The customer changes access instructions or cancels an agreement on their page By itself
Mailbox not monitored A reply to an email that does not take replies By itself

What your customer sees#

Each email carries your header, logo and colours, one button to open their page, and your footer. Visit emails give the day and whether to expect you in the morning or the afternoon, never a clock time. Invoices are never emailed.

What happens next#

Every email is kept in the Outbox. If one could not be sent or came back, its status says so.

Good to know#

  • A customer who has turned off visit emails gets no confirmation, moved, rearranged, back on, cancelled or not rearranged email.
  • A customer with no email address gets nothing, and the app tells you where it matters.
  • In self mode ("I place visits myself"), a visit is never confirmed or emailed until you place it.

Not what you needed? Contact us and say what you were trying to do.