Group Visit Messages for Multi-Site Customers

A golf course with twelve ponds, an HOA with four pools, or a house with a pool and a hot tub is one customer with several sites. Each site is its own job, so each visit sends its own summary, and one afternoon of service becomes a pile of emails. Visit Grouping sends one message for the group instead.

Nothing about the work changes. Every site keeps its own job, readings, photos and billing. Grouping only changes how often the customer is written to and what one message holds.

The three modes

• Each visit. One message per visit, as soon as it is done. This is how OpsVara has always worked, and it stays the default.
• Same address. Sites at one street address share one message. A pool and a spa at the same house get one summary with a section for each. The example in the app matches your work: a pool and a spa, two ponds, a front and a back lawn, or a house and a detached garage.
• Whole day. Every site this customer has serviced on a day shares one message, sent once the last visit of the day is done. This is the setting for a golf course or an HOA whose sites sit at different addresses.

1. 1

   Choose a company default

   Open SettingsCustomer Notifications. On the Defaults tab, in the Jobs & Field Visits card (Who gets the visit summary, and how many), find Visit Grouping and pick a mode. Most companies leave the default on Each Visit and opt in the few customers who need grouping.

2. 2

   Set it on the customers who need it

   Open the customer under DirectoriesCustomers and click Edit. Under Visit messages, pick Whole Day (or Same Address). Company Default means the customer follows whatever the Defaults tab says. Click Save Changes.

What the customer gets

For a Whole Day customer, the summary waits until the last of their visits that day is checked out, then goes out after your normal post-visit delay. It is one email (and one text, if texting is on) with a header for the day and a section per site: that site's notes, water-use notice, photos and its own Rate this visit link. If the email would be too large for the inbox, photo links are left out first. Pest control PDFs are still attached. A visit that finishes after 7 pm local time, or after the grouped message already went out, gets its own summary as before.

Recipients are never widened. Each person receives one message holding only the sites they would have been sent anyway. A site with its own notification contacts (see Per-site service contacts in the same card) still goes to those contacts.

Wording a grouped summary

Two tokens are available in the visit summary's email subject, email intro and text: {{siteCount}}, the number of sites in this summary, and {{siteList}}, the site names. In a summary for one visit, {{siteCount}} is 1 and {{siteList}} is that site's name, so a template that uses them still reads correctly. In a grouped summary, {{locationName}} lists the sites, such as "North Pool, South Pool and 2 more".