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📧 Automated Order Emails

Keep customers informed throughout the repair journey with automated email notifications.

How Automated Emails Work​

When an order's status changes, RepairMinder can automatically send an email to the customer:

Status Changes → Trigger Matched → Email Sent → Delivery Tracked

Status Update Emails​

Configuring Triggers​

  1. Go to Settings → Company → Email Settings
  2. Find Status Update Emails
  3. Toggle on/off for each status:
    • Order Created
    • Awaiting Device
    • In Progress
    • Ready for Collection
    • Despatched
    • Completed

Email Templates​

Each status has a customizable email template with:

  • Subject line
  • Email body
  • Dynamic variables

Example: Ready for Collection​

Subject: Your repair is ready! - {{order_reference}}

Hi {{customer_name}},

Great news! Your {{device_brand}} {{device_model}} repair is complete
and ready for collection.

Please collect from:
{{location_address}}

Opening hours: {{location_hours}}

Order Reference: {{order_reference}}
Total Due: {{order_balance}}

Thank you for choosing {{company_name}}!

Available Variables​

Use these in email templates:

VariableDescription
{{customer_name}}Customer's full name
{{customer_email}}Customer's email
{{order_reference}}Order reference (e.g., RM-10042)
{{order_total}}Order total amount
{{order_balance}}Outstanding balance
{{device_brand}}Device brand
{{device_model}}Device model
{{location_name}}Location name
{{location_address}}Full location address
{{location_phone}}Location phone number
{{company_name}}Your company name
{{tracking_link}}Customer portal link

Include {{tracking_link}} in emails so customers can:

  • View order status
  • See device progress
  • View quotes and invoices

Learn more about Customer Portal →

Manual Emails​

Send one-off emails from any order:

  1. Open the order
  2. Click Send Email
  3. Choose a template or write custom
  4. Preview and send

Email Tracking​

For every automated email, you can see:

  • ✅ Sent - Email dispatched
  • 👁️ Opened - Customer opened email
  • 🔗 Clicked - Customer clicked a link

View in the order's activity timeline.

Workflow-Based Emails​

For more complex sequences (follow-ups, review requests), use Workflows:

See Workflows →

Disabling for Specific Orders​

To prevent automated emails for a specific order:

  1. Open the order
  2. Click Settings (gear icon)
  3. Toggle off Automated Emails

Useful for test orders or special circumstances.

Next Steps​