Automatic emailing visit reports

In PestScan, you can send various types of emails to customers:

• A visit notification email, which informs a customer about a visit.
• A visit report email, which contains the visit report.
• An email that contains the content of a sent message in the "Messages" chat feature.
• An email containing an invoice for the customer.

This manual explains how to send visit reports from PestScan. To send visit report emails, you must purchase the 'Auto-email' feature from PestScan. You can do this by sending an email to support@pestscan.freshdesk.com.

Activating the automatic emailing option 

The first step is to set up the customer's email settings. You can do this at the location level under the Miscellaneous tab:

To send visit report emails, check the 'Send visit report by email to the customer' option here. In the 'Send addresses' field, you can enter the email addresses that should receive emails related to the location. You can add different email addresses using a semicolon (;): example@pestscan.eu;test@pestscan.eu.

Customizing the Email Function

You can personalize the visit report email and the visit report itself. You can find these settings under the general settings, which you can find in the upper right corner of PestScan. Under the 'Email' and 'Visit Report' tabs, you can find the settings.

Under the 'Email' tab, you can customize the email that contains the visit report. 

The email consists of different parts:

Subject: the subject of the email

Attachment name: the name or PDF document containing the report

Email text: the text content of the email

BCC address: you can add your own email address if you want to receive a copy of the sent email. This way, you can verify whether the emails have been sent.

Note: It is important to use placeholders in the subject, the attachment name, and the email text. Placeholders ensure that every email you send from PestScan is unique and does not end up in the customer's spam folder.

You can use the following placeholders:

Title (#TITLE#)

Customer name (#CUSTOMERNAME#)

Location name (#LOCATIONNAME#)

Contact person (#CONTACTPERSON#)

Visit date (#VISITDATE#)

Work order number (#ORDERNO#)

Employee names (#EMP_NAMES#)

You must use the placeholders exactly as provided, or they will not work. For example: Dear #CUSTOMERNAME#, we will visit on #VISITDATE#.

Visit reports are sent immediately after sending/completing the work order on the phone or tablet. To prevent the visit report from being sent immediately, you can check 'do not email visit report if work order is marked as 'to review''. (This setting is also located under the e-mail tab.) When the technician marks the work order as 'to review', it will not be sent.

You can later manually send the visit report from the office application (see below) or set it to be sent when the review is completed (and the review button is pressed).