Summary
In this article, you'll learn how to automatically send daily work order notifications to your team by customizing SMS or email templates in ZenMaid.
Accessing the Email & SMS Notifications Page
From the ZenMaid Dashboard, click the gear icon in the bottom left corner to access the Your Settings page.
From here, head over to the Communications section and select the Email & SMS notifications page
Once you're on the Email & SMS notifications page, scroll to the Work Order row under the Staff Management section.
Select the Work Order email option to start setting up the template.
Here are the options you'll see for the Work Order email template:
When to send:
Choose how far in advance you want the email to be sent to the cleaner. You can select options like "The day before" and set the time using the dropdown (e.g., 6:00 PM).
Email content:
1. To / From:
The cleaner’s email will be listed as the recipient. Make sure the sender’s email is verified.
2. Subject:
This is the email subject line. You can customize it using text and dynamic variables such as company name, appointment date, or start time.
3. Body:
Use the text editor to write or format the content of the email. You can include bold text, bullet points, and layout formatting. You can also insert dynamic variables, such as customer name, address, appointment time, or recurrence.
4. Add a variable:
Click this link to insert auto-filled appointment details directly into the email.
5. Reset Template:
Use this button to revert back to the original default email content.
6. Add attachments:
An optional feature that allows you to include files such as PDFs, cleaning checklists, or notes.
7. Preview:
Click the Preview button to see how your email will look before it gets sent.
Don’t forget to hit Save.
Once you're on the Email & SMS notifications page, scroll to the Work Order row under the Staff Management section.
Select the Work Order SMS option to start setting up the template.
Here are the options you'll see for the Work Order SMS template:
When to send:
Time of day the work order text should be sent: You can choose the time you'd like the SMS to be sent each day. You can just pick a time from the dropdown that works best for your team.
Text daily schedules to cleaners the day before (in the afternoon)?
You can check this box if you want cleaners to receive their schedules the day before, instead of the same day. It’s a helpful option if your team likes to prep ahead.
SMS Content:
Text field for entering or editing the SMS message body
You can customize the message your cleaners will receive.
Add a variable
You can click this link to insert dynamic details, like customer names or appointment times, into the message automatically.
Reset Template
You can use this button to restore the original default message if you ever want to start over.
Preview
You can click Preview to see how the text will look before it's sent out.
Don't forget to hit Save.
Additional Information & Troubleshooting
SMS messages have a limit of 156 characters. If you exceed this limit, the message will be cut off and not sent in full.
Once you’ve set up your work order email and SMS notifications, the status “Not sent” will change to “Automatically sent 1 day before.”
Keywords:
Work order, daily schedule automation, SMS notifications, email notifications, send schedules to cleaners, automate work orders, schedule reminders, staff management, template customization, preview work order message, communication settings, how to send work orders, notification timing, schedule prep, cleaner notifications, Email & SMS settings, automated team updates