This guide will show what emails are sent from iamproperty CRM in the Property Management module.
Emails are sent to Contractors, Tenants and Agents. Often we will not see any of these, or just the ones that are sent to us.
Tenant Emails
The Tenant will receive a confirmation email, with a link to the report. Showing who has created the report and the address details for the property. They receive this regardless of how the task is allocated.
If the Tenant raises the report from the Tenant Reporting portal they will receive an email similar to this.
Once the Job has been allocated to a Contractor the Tenant will receive an email with the Contractor details on. This is the same whether the option to ‘Assign and email’ or just ’Assign’ was selected by the Agent allocating the job.
If the job has been ‘Offered’ rather than ‘Assigned’ to the Contractor the Tenant will receive an email, showing the job has been assigned to all of the Contractors and their contact details.
If the job is unassigned from the Contractor, or their quote is not chosen, the Tenant will receive an email showing the job has been ‘Unassigned’ from the unsuccessful Contractor.
Once the job has been accepted by a specific contractor the Tenant will receive an email showing the Contractors details.
Once the job has been completed the Tenant will receive an email asking them to confirm that the job has been completed and they are happy with the quality of the work.
If for any reason the job is cancelled by the Agent the Tenant will receive an email showing the task has been cancelled and the reason why.
Contractor Emails
The first email a contractor will receive is their Welcome Email inviting them to create their own password to be able to access the Contractor Portal.
There are 3 options to assign a job, two of these send an email ‘Offer Job…’ and ‘Assign Job and email…’
If a job is offered to a contractor (or multiple contractors), the Agent has a choice to request a Quotation. If a quotation is requested when the Contractor clicks the ‘View Report’ button they will be asked to complete a quote, showing the price quoted, or estimated, first available date and an option to upload a formal quote.
This does not accept the job, the agent is notified of the response and once all quotes are in the Agent allocates the job. Accepting the successful quote automatically assigns the task and declines the other Contractors.
Once the successful quote is accepted, the unsuccessful Contractors receive an email showing they have been Unassigned and the successful contractor receives an email showing the task has been ’Accepted’ by the Agent.
Once the Job has been marked as completed by the Contractor, both Contractor and Agent get a similar email, showing the status.
If comments are made using the comments function in Task Manager the Contractor will receive an email notifying them.
If your Contractor is Un-Willing to Use the Property Management Portal
Assign the job to your contractor via the Assign Task & Email Contractor process (as normal). When you assign the task to your Contractor, in the notes screen add the job description. The email they receive will look like this.
Contact CRM Support and we can supply a Job Sheet report that will allow you to print out a Job Sheet for your contractors.
Agent Emails
The first email the agent receives is an email showing the report has been created and by who (the person receiving the email is not necessarily the agent creating the report) plus the details of the Tenant. This is the same whether the Tenant (via the Tenant Portal) themself raises the report or the Agent does.
Once the job has been allocated the Agent will receive an email similar to the Tenant, showing the company or companies assigned the job either as an ‘Offer’ in which case the email shows all the Contractors who have been offered the job, or, just the assigned contractor details.
If a job has been offered and once the Contractor has responded, the agent will receive an email showing a quote has been provided by the contractor with a link to view the quote. The contractor then accepts the job offer and the Agent gets notification.
Once the quote has been accepted the other Contractors that had been offered the job will receive an email showing they have been ‘unassigned’ the Agent gets this email also.
The Agent will get emails showing any updates in progression through the process e.g. the contractor sets the job status as ‘Live’ the Agent will receive an email, also when job is marked ‘completed’.