Emails the app sends

RooMoverRoo emails clients, the crew and the office automatically at each step of a move. You don’t send these by hand, although a few have a button to send them again. This page lists every one, so you know what a client has received and what lands in the office inbox.

All emails use the same RooMoverRoo layout: your business name and tagline across the top, a short message, a button where there’s something to do, and your name, ACN, email and phone in the footer (all from the Business tab of Settings). They go into Frappe’s email queue and are sent within a minute or two.

Where office emails go#

“Office” below means both addresses on the Business tab of Settings: Owner notifications (Roo) and Booking team email (review). If they’re the same address the email is sent once. If both are blank, office emails aren’t sent. Job applications go to the Careers email (applications) on the Website & services screen (or the owner address if that’s blank) and the booking team address.

Quotes#

When	To	Subject	What’s in it
A client finishes a quote on the booking form (paying the deposit or “Just email me this quote”), or the office chooses Email to client or Save & email to client	Client	Your RooMoverRoo quote Q-00041	Quote number, moving date and time, addresses, service, the price (a range for a Quick Quote, with the disclaimer), the deposit, the booking-sheet PDF attached, and a View / pay deposit button to their quote page.
A client asks to talk to someone before paying, on the booking form, on their quote page or through the website’s call-back form	Office	Call back requested – Q-00041 Oscar Thomas	The client’s phone and email, the quote total and the move details, with an Open quote button.
Same time	Client	We’ll give you a call – quote Q-00041	Confirms someone will call them on their number before they pay anything, with a link to their quote.

Bookings#

When	To	Subject	What’s in it
A deposit is paid and the quote becomes a job	Client	Booking received – J-00012	Their date is locked in and the office will confirm the crew. For a short-notice booking it says they’re on the short-notice list and the deposit is refunded in full if a crew can’t be found. Includes the job number, move details, deposit paid and quoted total.
Same time	Office	New job to review – J-00012 Olivia Chen (date), or SHORT NOTICE job to review – …	The review deadline and agency deadline, move details, quoted hours and price, and the price-check result, with a Review job button.
Hourly, when a job waiting for review is less than 12 hours from its review deadline (at most once every 12 hours per job)	Office	Review needed: J-00012 Olivia Chen (date)	The review deadline and a Review now button.
The office approves the job	Client	Your move is confirmed – J-00012	“You’re all set!”, the move details, and your “Be ready for your move!” tips.

Before the move#

When	To	Subject	What’s in it
The job sheet is sent: automatically Send job sheet N days before the move (2 by default), or when the office presses Send job sheet	The crew on the job, and the office	Job sheet J-00012 – date and suburb	Client name and phone, addresses, service, parking, driveway load and height limits, and an Open job sheet button for the phone. The job-sheet PDF and a calendar file (.ics) are attached.
Same time	Client	See you in 2 days – J-00012	A reminder of the date and arrival time, with your moving tips.

After the move#

When	To	Subject	What’s in it
The crew (or office) press FINISH JOB	Client	Thanks for moving with RooMoverRoo – J-00012	Time on the job (rounded down, with the minimum noted), the total including GST, what’s been paid and the balance. Then how the balance is paid: charged to their card, a secure pay link, or your bank transfer details. Their personal thank-you code, and a Leave feedback button.
Same time	Office	FINISHED J-00012 – Olivia Chen – $946.00	Worked hours and billed hours, variations, final total, balance and how it was collected, and the crew’s notes, with an Open job record button.
The office presses Charge / send balance link and the card can’t be charged	Client	Balance due – J-00012	The balance and a Pay now button.
The client sends feedback	Office	Feedback 5/5 – J-00012 Olivia Chen	The star rating, whether they’d recommend you, and their comment.

Cancellations#

When	To	Subject	What’s in it
A job is cancelled by the office, or by the client from their quote page	Client	Booking cancelled – J-00012	The cancelled date and either the refund amount or that the deposit is kept because it’s inside the free-cancellation window.
Same time	Office	Cancelled J-00012 – Olivia Chen	Whether the deposit was refunded or kept.

Job applications#

When	To	Subject	What’s in it
Someone applies through the website’s Join the team form	Careers email and booking team	New application – Jamie Rivera (Truck Driver / Removalist)	Their details, licence, availability, experience and right to work, with an Open in the app button.
Same time	Applicant	Thanks for applying to RooMoverRoo	A short thank-you confirming the position they applied for.

If an email doesn’t arrive#

Check the outgoing email account is set up (Email delivery) and that the client’s address is right on the quote or job. Failed emails are recorded in Frappe’s Error Log with the subject, and the quote or job is saved either way.