Setup

You will also need the following permissions in your security group:

Can see all tasks.
Can send dispatches.

Click here to learn about permissions and security groups.

If you see this arrow, click to expand for more information!

We will add optional information and images under these arrows.

Prerequisites for Successful Dispatches

Before attempting to dispatch:

Make sure you have added the correct email address against the Client or Property
- Verify the Client has a Primary Email Address configured.
- Check that any Property Contacts have been populated to receive Reports, Defect Quotes, Notifications and/or Invoices

How to send dispatches to your client

From a task you can send:

Reports (e.g. Service Reports)
Forms (e.g. Take 5s, Safety Assessments)
Defect Quotes
Invoices
Attachments
- Client signature JPEGs

1. Open a task with the information you want to send.

2. Go to the Process section and preview and create anything you wish to send to your client

Reports
Defect Quotes
Invoices
Upload files under Documents

3. Click Dispatch to client

4. Select what you would like to send on the left-hand side

5. Edit the draft email on the right-hand side

You can edit the recipients in To, CC and BCC. Make sure to hit enter to see the address saved, it should appear grey like in the screenshot below.

6. When you are happy with your email, click Dispatch to client. Leave Mark Task as Complete and Archive Task ticked if you are ready to close the task.

Helpful Tips:

Always ensure the client and property contact information is correct before attempting dispatch.
Keep email contacts up-to-date for smoother operations.

Video

FAQs

Why has my dispatch failed?

If a dispatch fails from a task, it will list why it failed on the screen on the right hand side.

Common Reasons for Dispatch Failures:

The client email is not configured or mismatched.
There is no email address attached to the client.
The client information on a task was recently updated, leading to referencing issues.
The invoice is not able to push to the accounting partner

Once you've fixed the originating issue, click 'Retry from start' to refresh the dispatch to start again. If another error comes up, just keep following the logs of why it has failed, fix the problem and click retry from start again or reach out to our support team for assistance.

Why are my documents not sending as part of a Dispatch?

When sending documents as part of a Dispatch, there's a limit of 10MB per file.

Files over this size will need to be viewed in the Dispatch Portal - but be assured that your email will send to the customer, without the attachment on the email itself.

This limitation is imposed to ensure all email inboxes will receive the original information, as some email providers automatically mark large attachments as spam or junk.

How to send bulk emails from your task list.

To send bulk emails about routine servicing and site visits, follow these steps:

From the task list, select the specific tasks you wish to send emails for.
Select 'Edit Tasks'
Choose 'Prepare Bulk Email' from the options.
Select the ‘Default’ template on the type of recipients you want to send the email to:
1. Sent to Property Contacts (Note: The contact must have the notification option enabled to receive the email).
2. Send to Client Primary Contact (Note: The Client primary contact CC will also get a copy of the email).
Select 'Send'.

Finding Previously Emailed Tasks

You can use the 'last bulk email sent' filter to easily find tasks that have already had emails sent using this feature in the past.

FAQs - Sending bulk emails from task list

How are the emails grouped?
Property Contacts: Each property contact gets a single email that includes all tasks for a specific property. If they manage multiple properties, they'll get a separate email for each one.

Client Primary Contacts: The primary contact and any CC'd recipients receive one consolidated email for all tasks across all their properties.

What does the ‘Default’ email body template contain?

The default email template is used to notify clients about upcoming routine service site visits for their properties. To view it, go to your control panel, then navigate to Email Templates and select Task Routine Servicing Site Attendance Email.

What if I don't want to use the default email template?

You can either edit the default template or create new ones. If you create a new template, you must set its category to 'task_bulk_email' for it to be an option when you send emails from the task list. This also applies if you want to create different templates for various task categories.

Can I see the email after it has been sent?