⏰Message Automations

Set up rules that send your message templates on their own — reminders before an inspection, nudges when an agreement is still unsigned.

An automation is a standing rule: when this happens, send that email to these people, this far ahead. Set it once and ScribeWare handles the reminder emails you'd otherwise be sending by hand.

Find them under Settings → Message Automations, in the MESSAGING group.

Each automation reads as a plain sentence — click any underlined part to change it

The automations page currently notes that sending is not active yet. You can build and save your automations now, but check with ScribeWare support before relying on them to reach clients.

How an Automation Reads

Each automation is one sentence in plain English, and every underlined phrase is a control you can click:

When an inspection is scheduled and the inspection is unpaid, send Confirmation Email to Client, Buyer's Agent 1 day before inspection.

There's no form to fill in and no Save button — click a phrase, choose from the dialog, and it's stored.

Every underlined phrase opens a small dialog — trigger, recipients, timing

Building One

1. Go to Settings → Message Automations.

2. Click Add Automation. A new automation appears straight away, already enabled and pre-filled with sensible defaults.

3. Give it a Name — this is only for you, so make it obvious: Day-before reminder, Unsigned agreement nudge.

4. Click through each underlined phrase to set the trigger, template, recipients and timing.

5. Leave Enabled ticked.

The red trash icon deletes an automation.

When it fires

Click the trigger phrase to open When should this message send?:

Trigger	Counts from	Direction
an inspection is confirmed	When you confirmed the appointment	After
an inspection is scheduled	The inspection date and time	Before
an inspection is completed	The inspection date and time	After

Three triggers to anchor an automation to

Timing

Click the timing phrase to set an Amount and a Unit of hours or days.

How far ahead of — or behind — the trigger the message goes out

Automations anchored to an inspection is scheduled get a second choice, because "1 day before" a 7:00 am inspection means an email at 7:00 am the previous morning, which is rarely what you want:

• Use relative offset — exactly the amount you set.

• Evening before inspection — 6:00 PM the day before.

• Morning of inspection — 8:00 AM on the day.

Both fixed options use your company timezone from Settings → Company.

Conditions

Add condition narrows when the automation applies. There are four, and you can have one contract condition and one payment condition at a time:

• the contract is signed / the contract is not signed

• the inspection is paid / the inspection is unpaid

This is what makes reminders feel considerate rather than robotic — the contract is not signed means clients who already signed don't get nagged. To drop a condition, click it and choose Remove condition.

Recipients

Click the recipients phrase to tick who gets it. At least one is required.

Recipient	Who that is
Client	The client, plus any additional clients on the job
Primary Agent	The job's main agent
Buyer's Agent	Agents recorded as the buyer's agent
Seller's Agent	Agents recorded as the seller's agent
Contractor	Contacts recorded as a contractor

Pick who gets the message — at least one recipient is required

If nobody on the job matches — no seller's agent recorded, say — nothing is sent for that job.

Which email

Click the template phrase to choose from your message templates. The automation sends that template, so the wording lives there, not here. Give your templates names you'll recognise in this list.

Rules Worth Knowing

These are the behaviours that surprise people:

• Each automation sends once per job, ever. Reschedule an inspection after the reminder already went out and it won't go again.

• Turning one on doesn't back-fill. It applies from the moment you enable it — jobs whose send time already passed are skipped, so switching one on won't blast your existing schedule.

• Late messages are dropped, not dumped. If something came due more than 24 hours ago, ScribeWare skips it rather than sending a reminder for an inspection that already happened.

• Cancelled and deleted jobs are skipped.

• ScribeWare checks for due messages every 15 minutes, so a message goes out close to its scheduled time rather than exactly on the minute.

Checking What Went Out

Automated messages land in the same place as everything else: open the report, go to Client Info, and look at Report Activity. An automated send is labelled with the automation's name — another reason to name them well.

A Few Worth Starting With

Automation	Trigger	Condition	Recipients
Day-before reminder	an inspection is scheduled, evening before	—	Client, Primary Agent
Unsigned agreement nudge	an inspection is scheduled, 2 days before	the contract is not signed	Client
Payment reminder	an inspection is completed, 1 day after	the inspection is unpaid	Client

💬Message Templates