Quick Summary
Note: Every order requires at least two emails to be created. One for the Inspection booked trigger that contains the Contract and Payment Link and one for Report Upload that includes the Report Link.
Step-by-Step Instructions
Step 1: In HIP Office click on the Three Lines Icon in the top left and then Data Management and then Email Templates.
Step 2: Select the Service you want to Create or Edit an email template for.
Step 3: Select the Email Trigger that you would like for the Email Template.
Step 4: To Edit an Existing Email Template you can select that Template from The Email Event dropdown.
Step 5: To create a new email template click Add New Event.
Step 6: Type in a name for the template and click Save.
Step 7: Set the Email Event Time. Note: It is recommended to set the Event Time to at least 30 Minutes After the trigger happens if you would like the opportunity to cancel the email or edit before it gets sent out.
Step 8: Set the optional settings for Send if Add-On and Attachments and Links. Note: Different triggers can contain different options.
Step 9: Select the Variables for the people you would like to send the email to in the To:, CC, BCC lines and add a subject for the email.
Step 10: Fill out the body of the email using $Variables as needed. The Variables are listed on the right. Place your cursor where you wish to insert a variable and then click on the variable in the list. There are also formatting tools at the top to edit font types and colors, add images, and format the layout if needed.
Step 11: You may add document attachments to the email from your PC by using the attachment feature. To choose a file from your PC click Select File. The maximum attachment size is 10 MB.
Step 12: Click Save to save your email template. The Email template will be loaded whenever the primary service set in the beginning is selected or if the service is an add-on and you choose the option for Send If Add-on.
Troubleshooting
Common Issues
I made changes to the email template but the emails in my order did not change. Emails are created when the order is submitted. Changes made to email templates will only appear in future orders and will not apply to orders already created.
FAQ
How many email templates can I have? In full HIP Office you may have as many templates as needed. For HIP Office Lite you can create 1 template for Inspection Booked and 1 email for Report Uploaded.
Contact Support
If you have any questions, please feel free to give us a call at (800) 750-4777, or you can email us at [email protected] or open a chat in the bottom right corner of our main website or HIP Office!