Your Fixflo will automatically generate some emails, during the process of progressing issues through various workflows. The purpose of this guide is to outline exactly what all of these emails are, including a brief description, when they're sent, whether they're editable and what they look like.


Please note, all of the emails below are from a system with a Fixflo logo. Emails are white-labelled, meaning they will have your logo attached.



We hope this is useful, but should you have any further questions, please don't hesitate to contact us!


This guide will cover:


Emails to Contractors


There are 9 instances in which a Contractor would receive an email from Fixflo. These are outlined below:


  1. Email Type: Calendar Event Invite
    Description: This email allows the contractor to add the estimated completion date to their calendar and progress the issue.
    Sent upon:     The contractor booking in an appointment time
    Editable:     NO

    Screenshot:





  1. Email Type: Quote Rejected
    Description: The email informs the contractor that the job has been allocated to a different contractor and their quote was unsuccessful this time.
    Sent upon:     The assignment of that issue to a different contractor, after declining the quote
    Editable:     NO

    Screenshot:

   

  1. Email Type: Job Instructed
    Description: The email informs the contractor that they have been allocated a job and they are asked to book an appointment in. This will include a PDF job sheet with all job details.
    Sent upon: Sent once the agent either approves the quote provided by the contractor or instructs to them straight away
    Editable: NO
    Screenshot:


  1. Email Type: Summary Email
    Description: A summary email outlining all of the outstanding tasks that the contractor has. This includes reminders about any certification/documents that are required.
    Sent upon:      On a daily basis - by default 8am Monday - Friday
    Editable:     NO
    Screenshot:




  1. Email Type: Welcome Email
    Description: The email invites the contractor to set up their own Fixflo account and provides them with training materials to get up and running with Fixflo
    Sent upon:     Adding a contractor to the system manually, or choosing to send out the welcome email if contractors have been imported.
    Editable:     YES
    Screenshot:


  1. Email Type: New Comment
    Description: Email received by any party which contains the comment that has been sent and basic details about the open issue
    Sent upon:     Commenting from one party to another e.g agent to contractor, contractor to occupier
    Editable:     no
    Screenshot:








  1. Email Type: Appointment Confirmation
    Description: The email informs the contractor that the occupier has agreed to their proposed appointment date (where the occupier has requested to be present at the property when works are carried out).
    Sent upon: The occupier accepting the suggested date
    Editable:     No
    Screenshot:






  1. Email Type: Appointment Declined
    Description: The email informs the contractor that the occupier has rejected the proposed time and prompts them to reschedule.
    Sent upon: Rejection of the appointment by the occupier
    Editable:     no
    Screenshot:



  1. Email Type: Quote Invitation
    Description: This email informs the contractor that they’ve been asked to provide a quotation.
    Sent upon: request by the agent
    Editable:     NO

Screenshot:




10. Email Type: Attaching an invoice to an issue through the contractor invoice feature is successful
      Description: This email informs the contractor that the invoice they have sent through their unique Fixflo contractor email has been accepted
      Sent upon: The contractor sending an invoice through the Fixflo contractor invoice feature
      Editable: No
      Screenshot:




11. Email Type: Attaching an invoice to an issue through the contractor invoice feature has failed
      Description: This email informs the contractor that the invoice they have sent through their unique Fixflo contractor email has not been accepted
      Sent upon: The contractor sending an invoice through the Fixflo contractor invoice feature
      Editable: No
      Screenshot:



Emails to Landlords


Your landlords will receive emails from your system, but only when you request something from them or specifically action an email to them (for example the welcome email):



  1. Email Type: Welcome Email 
    Description: The email invites the landlord to set up their own Fixflo account and links them out to relevant training materials. 
    Sent upon:     The adding of a landlord to the system manually, or when bulk sending out welcome emails after landlords have been imported
    Editable:     YES
    Screenshot:



  1. Email Type: Feedback Request
    Description: This email lets the occupier or landlord know that they are requested to leave feedback on an issue that has just been marked as complete by a contractor/agent.
    Sent upon:     When a job has been marked complete
    Editable: No
    Screenshot: 


 


  1. Email Type: New Comment
    Description: Email received by any party which contains the comment that has been sent and basic details about the open issue
    Sent upon:     When an agent sends a comment to the landlord or a landlord sends a comment to the agent
    Editable:     No
    Screenshot:




  1. Email Type: Review Quotes
    Description: The email informs the landlord that they have a quote to review
    Sent upon: Quote approval request by the agent
    Editable: No
    Screenshot:



  1. Email Type: Issue Assigned to Landlord
    Description: The email forwards the details of the issue to the landlord, assigning them the next steps and treating them as a contractor.
    Sent upon: The agent allocating the issue to the landlord
    Editable: No
    Screenshot:




  1. Email Type: Landlord Advice is Requested
    Description: The email informs the landlord that the agency has requested their advice and instructions on how to proceed with the issue
    Sent upon: Action on the agent’s side
    Editable: No
    Screenshot:



Emails to Agents


As an agent, you will receive emails regarding issues; these are really helpful so that you don't miss any key information! However, you are able to amend your email notifications as desired; check our guide here:



  1. Email Type: Weekly Usage Email
    Description: By default agents are sent this email every Monday morning with an update of their weekly usage stats.
    Sent upon:     Sent every Monday morning unless the notification has been turned off on their profile
    Editable:     No
    Screenshot:







  1. Email Type: New Agent Email
    Description: This email is sent out when a new agent is added to the team
    Sent upon:     Adding of a new agent to a Fixflo system
    Editable:     YES
    Screenshot:





  1.   Email Type: Authorisation Exceeded

Description: If an issue has a work authorisation limit in place and the job gets instructed anyway with a quote exceeding it, the agency will be notified
Sent upon: action on the contractor’s side
Editable: NO
Screenshot:




  1. Email Type: Exported File
    Description: If an agent wants to export a report from their account, but the volume is over 10,000 rows, they will receive this email with a link to download it as soon as it is ready.
    Sent upon:     Request to export large reports
    Editable:     No
    Screenshot:




  1. Email Type: New Issue Reported
    Description: The email contains a summary of the reported issue and invites the agent to proceed with the next steps
    Sent upon:     The raising of an issue by an occupier
    Editable:     YES
    Screenshot:




  1. Email Type: New Comment
    Description: Email received by any party which contains the comment that has been sent and basic details about the open issue. This can be switched off if required
    Sent upon:     When a comment is received by a contractor, a landlord, an occupier or an external user
    Editable:     No
    Screenshot:







  1. Email Type: Issue Closed
    Description: An email that includes a PDF copy of the contractor's invoice
    Sent upon:     Upon closing an issue, an agent has the option to send this to a specific email address. This is not automated.
    Editable:     NO
    Screenshot: 

  1. Email Type: Issue Pdf
    Description: The PDF is attached to every email reporting an issue and contains all the details of the problem occurring at the property, including photos if the occupier has added any.
    Sent upon:     The raising of an issue
    Editable:     No

    Screenshot:




  1. Email Type: Service Event Series Ending
    Description: The email reminder an agent gets when a service event e.g a Gas Safety that has been scheduled against a property is reaching its end date (usually linked to end of management of the property)
    Sent upon:     The end date associated with the service event
    Editable:     No
    Screenshot:





  1. Email Type: Service Event Review
    Description: This email lets the reviewing agent know that the service event requires review
    Sent upon:     When the issue associated with a service event has been closed
    Editable:     No
    Screenshot:






  1. Email Type: Issue Assignment
    Description: This email is sent upon assignment of an issue to an agent and contains a PDFwith a summary of the issue details, including the details of the occupier(s) 
    Sent upon: When a new issue is assigned or re-assignment of an existing one to a different agent
    Editable: No
    Screenshot:




  1. Email Type: Quotes Received
    Description: The email informs the agency that they have received all of the requested quotes on that issue
    Sent upon: Receipt of all quotes by all contractors
    Editable:     No
    Screenshot:





  1. Email Type: Quotes Received
    Description: The email informs the agency that they have received one of the quotes on an open issue
    Sent upon: Receipt of an individual quote by a contractor
    Editable:     No
    Screenshot:

 


  1. Email Type: Issue Ready For Closure
    Description: The email lets the agency know that the issue is now ready to be closed
    Sent upon: Contractor marking the job as complete/occupier submitting feedback about the issue
    Editable: No
    Screenshot:



  1. Email Type: Contractor Certification Uploaded
    Description: The email lets the agency know that a contractor has uploaded a certificate they have to review.
    Sent upon: The upload of a certificate by a contractor
    Editable:     No
    Screenshot:





  1. Email Type: Landlord Quote Approval
    Description: The email informs the agency that the landlord (or another party) has reviewed the quotes
    Sent upon: Quote reviews have been actioned by another party as requested
    Editable: No
    Screenshot:




  1. Email Type: Landlord Advice Received
    Description: The email informs the agency that the landlord has submitted their feedback and instructions on how to proceed with the issue
    Sent upon: Action on the landlord’s side
    Editable: No
    Screenshot:







  1. Email Type: Quotation Period Extended
    Description: This email informs the agent assigned to the issue that the period for the quotes to be submitted has been extended
    Sent upon: Action on the agent side
    Editable:     NO
    Screenshot:



  1. Email Type: Contractor Declined Job
    Description:  This email lets the agency know that the contractor has declined a job.
    Sent upon:     Taken by the contractor after they have been awarded the job.
    Editable:     No
    Screenshot:



Emails to Occupiers


  1. Email Type: Welcome Email
    Description: The email welcomes the occupier when added to their Fixflo account and invites them to set up their own account.
    Sent upon: When ‘Send welcome email’ is pressed on an occupier profile or bulk welcome emails are sent out
    Editable: YES
    Screenshot:





  1. Email Type: Job Awarded to a Contractor 
    Description: The email informs the occupier that a contractor has been instructed works.
    Sent upon: Job instruction to contractor.
    Editable: No
    Screenshot:



  2. Email Type: Occupier Appointment Confirmation Email
    Description: This email informs the occupier of the time and date that the contractor will be attending their property (the option ‘Agreed with occupier’ has been selected by the contractor and/or they have not requested to be present when works are carried out).
    Sent upon: When a contractor books in their appointment time
    Editable: NO
    Screenshot:   




  




  1. Email Type: Occupier Issue Confirmation
    Description: This email is sent to the occupier after they raise an issue with a confirmation summary of it and a PDF attachment with the details of the issue.
    Sent upon: The submission of an issue
    Editable: YES
    Screenshot: 



  1. Email Type: New Comment
    Description: Email received by all parties containing the comments linked to an open issue
    Sent upon: Contractor to occupier or agent to the occupier
    Editable: No
    Screenshot:





  1. Email Type: Contractor Appointment Set
    Description: The email informs the agency about the date the contractor is attending the property to carry out works
    Sent upon: The contractor booking in a time to attend the property
    Editable: No
    Screenshot:




  1. Email Type: Contractor Appointment Proposal
    Description: The email informs the occupier that the contractor has proposed an appointment date to carry out the works which they can accept or reject (they are wanting to be present when work is carried out).
    Sent upon: The request for an appointment date has been booked in on the contractor’s end.
    Editable: No
    Screenshot:




Manually triggered emails







  1. Email Type: Landlord FYI Email
    Description: This email sends a summary of the issue’s status to the landlord, together with a PDF reporting the details of the issue
    Sent upon: Request, from the action panel of the issue
    Editable: No - the details will change depending on the status of the issue
    Screenshot:



  1. Email Type: External User FYI Email
    Description: This email sends a summary of the issue’s status to the external user, together with a PDF reporting the details of the issue
    Sent upon: Request, from the action panel of the issue
    Editable: No - the details will change depending on the status of the issue
    Screenshot:




  1. Email Type: All Parties FYI
    Description: A summary gets sent to all parties, including a summary of the issue (see #40) and the external users receive a notification saying that action has been taken on it.
    Sent upon: Request, from the action panel of the issue
    Editable: No - the details in the PDF will change depending on the status of the issue
    Screenshot:




  1. Email Type: Landlord - Summary
    Description: This email includes the next steps to be taken by the landlord if necessary or outlines the steps already taken on the issue, together with a PDF summary with all of the information re the issue.
    Sent upon: Request, from the action panel of the issue
    Editable: No -the details will change depending on the status of the issue
    Screenshot:



  1. Email Type:  Contractor - Summary
    Description: This email includes the next steps to be taken by the contractor and a PDF job sheet with all of the information re the issue.
    Sent upon: Request, from the action panel of the issue
    Editable: No -the details will change depending on the status of the issue
    Screenshot: