Automations short code guide

  • Updated

In this article, you will learn about using short code with Workiz Automations.

Short code is dynamic placeholder text that allows Workiz to intelligently generate text within your automation templates. When adding short code to your messages, Workiz will automatically pull the information you already have stored in your Workiz account. 

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Here are some examples of the short code placeholders you could add to your automations and what they represent:

  • {...} first_name = Your client's first name
  • {...} email_address = Your client's email address
  • {...} account_business_name = Your company's name

Here, we will go over all of the short code options you have available in the Workiz Automation Center and provide an overview of what each option represents and where you may run into trouble. 

It's important to understand that many of the short code options below will not generate anything unless you already have the data saved in your Workiz account. For example, including the short code option for "client first name" will not generate anything unless you have a first name saved for your client. 

All automations

Here is what you can send with all of your automations:

Account details

Short code Description Notes
Business name The business name you have saved in your account settings page.  
Address The business address you have saved in your account settings page. This will be blank in your automated message if you do not have an address saved in your account settings page. 
Workiz number Your primary Workiz number, as defined in your Numbers settings page.  
Booking link The link to your Booking Services portal.  This will be blank in your automated message if you have not enabled the Booking Services add-on from the Marketplace.

Client details

Short code Description Notes
First name Your client's first name.  
Last name Your client's last name  
Company phone Your client's company phone number.   
Billing address Your client's billing address.   
Client email Your client's email address.  
Client phone Your client's phone number.  

Jobs and leads 

Here is what you can send with your job and lead automations:

Job (or lead) details

Short code Description Notes
First name Your client's first name.  
Last name Your client's last name.  
Company name Your client's company name.   
Assigned tech The assigned tech for your job or lead.  
Phone number Your phone number.   
Email address Your client's email address.  
Address Your client's service address.   
Job type The job type selected for your job or lead.  
Job description The description you entered for your job or lead.   
Job date The date for your job or lead.  For leads, this will be blank in your automated message unless you turned on the toggle switch to schedule the lead.
Job start time The start time for your job or lead. 

For leads, this will be blank in your automated message unless you turned on the toggle switch to schedule the lead.

For jobs or leads set as all-day events, this will read 12:00 a.m.

Job end time The end time for your job or lead. 

For leads, this will be blank in your automated message unless you turned on the toggle switch to schedule the lead.

For jobs or leads set as all-day events, this will read 11:44 p.m.

Job total The total for your job. 

For leads, this will always read "0" in your automated message. 

Job status The status of your job or lead.   
Balance The remaining balance for your job. 

For leads, this will always read "0" in your automated message. 

Client confirm A link for your clients to confirm their appointment.   
Tech confirm A link for your assigned tech to confirm their appointment.   
Job source The ad source for your job or lead.   

Estimates

Here is what you can send with your estimate automations:

Estimate details

Short code Description Notes
Status The status of your estimate.   
Estimate # The estimate ID.   
Due deposit The required deposit you set for this estimate.  This will reflect any deposits already made. For example, if your original deposit was $100, but your client already paid $60, this would appear as "$40" in your automated message. 
Total The total you set for this estimate.  This will always display the original total, regardless of whether a deposit has been made. 
Estimate link A link to view the estimate in the Workiz client portal.  

Invoices

Here is what you can send with your invoice automations:

Invoice details

Short code Description Notes
Invoice # The invoice ID.  
Due date The due date for this invoice.   
Due amount The remaining balance for this invoice.  This will reflect any partial payments already made. For example, if your original total was $100, but your client already paid $60, this would appear as "$40" in your automated message. 
Total The total you set for this invoice.  This will always display the original total, regardless of whether a partial payment has been made. 
Invoice link A link to view the invoice in the Workiz client portal.  

Job details (invoices)

Please be aware that several the short code options related to job details will only appear in your invoice automations when the invoice is linked to a specific job ID in Workiz. Many of the short code options listed below will not work for standalone invoices.

Short code Description Notes
First name Your client's first name.  
Last name Your client's last name.  
Company name Your client's company name.   
Assigned tech The assigned tech for your job or lead. For standalone invoices, this will be blank in your automated message.
Phone number Your phone number.  For standalone invoices, this will be blank in your automated message.
Email address Your client's email address.  
Address Your client's service address.   
Job type The job type selected for your job or lead. For standalone invoices, this will be blank in your automated message.
Job description The description you entered for your job or lead.  For standalone invoices, this will be blank in your automated message.
Job date The date for your job or lead.  For standalone invoices, this will display the invoice creation date in your automated message.
Job start time The start time for your job or lead. 

For standalone invoices, this will display the invoice creation time in your automated message.

Job end time The end time for your job or lead. 

For standalone invoices, this will display the invoice creation time in your automated message.

Job total The total for your job. 

 

 

Job status The status of your job or lead.   
Balance The remaining balance for your job. 

 

 

 

Client confirm A link for your clients to confirm their appointment.  For standalone invoices, this will be blank in your automated message.
Tech confirm A link for your assigned tech to confirm their appointment.  For standalone invoices, this will be blank in your automated message.
Job source The ad source for your job or lead.  For standalone invoices, this will be blank in your automated message.

Calls

Here is what you can send with your call automations:

Short code Description Notes
From number The number that initiated the call.  
To number The number that received the call.  
Call duration The duration of the phone call.  This will only display the call duration if the call was answered. 
Recording URL A URL to access the recording of the call.  This will only display a link if the call was answered and call recording was enabled. To learn more about enabling call recording, please see this article.
Call flow The call flow associated with the incoming call.   
Ad source A link to view the invoice in the Workiz client portal. This will only display an ad source if call tracking was set up. To learn more about setting up call tracking, please see this article

Service plans

Here is what you can send with your service plan automations:

Short code Description Notes
Plan start date The service plan's start date.  
Plan end date The service plan's end date.  
Plan name The service plan's name.  
Invoice link A link to view the service plan invoice.   

Plan visits

Here is what you can send with your service plan visit automations:

Short code Description Notes
Visit address The address linked to the service plan visit.  This will only apply while the visit remains a visit. After you convert the visit into a job, any automations applicable to jobs will come into effect. 
Visit date The date set for the service plan visit.  This will only apply while the visit remains a visit. After you convert the visit into a job, any automations applicable to jobs will come into effect. 

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