Overview
Move Coordination in SmartMoving helps your team manage every step of a booked move automatically, from confirming details to post-move follow-ups.
By automating your Move Coordination workflows, you can ensure that the right people are assigned to the right tasks at the right time.
With automation, you can:
Automatically assign a Move Coordinator when a move is booked
Apply pre-defined task templates that follow your company’s SOPs
Automatically update task schedules when the service date changes
Track and manage progress across all moves in one place
Before You Begin
Access and Permissions
Only Admins or users with access to the Settings module can create or edit automation rules and task templates.
Move Coordinators are the assignees who receive and complete tasks.
A default Move Coordination role is available under: Company Settings > Roles & Permissions
You can add users to this role to give them the correct permissions to view and manage move coordination tasks in SmartMoving.
Tip: The Move Coordination role name can be customized to fit your company’s branding (for example, “Move Manager” or “Customer Experience Coordinator”).
Note: If you choose to assign Move Coordinators by role in your automation rules, SmartMoving will automatically distribute assignments evenly among all users with that role.
Where to Find Move Coordination Settings
Navigate to:
Settings > Workflow Automation > Automation Rules
Setting Up Automation Rules
Automation Rules determine when and how Move Coordinators and task templates are automatically applied.
To create an automation rule:
Go to Settings > Workflow Automation > Automation Rules.
Click Add Rule.
Enter a name in the Rule Name field at the top of the page. The name is required to save the rule, and it identifies the rule in your Automation Rules list.
In the When section, choose the trigger event that starts the rule, for example Booked.
In the Condition section, choose how the rule should apply: Always applies, Match any, or Match all. Then add your conditions, for example Opportunity Type set to Local, Intrastate, or Interstate. One condition accepts several values at once.
In the Actions section, add the actions the rule should run:
The Move Coordinator assignment action, which assigns a Move Coordinator based on your conditions.
Apply Tasks, which attaches a task template to the move.
Choose how the assignment is made:
to a specific user,
to a group of users in round-robin order,
to a role such as Move Coordinator, or
only to people who signed in recently, by checking Only assign to people signed in within and choosing a time window
The Move Coordinator assignment action can limit assignment to people who signed in recently, so a booked move goes to someone who is at their desk.
Check Only assign to people signed in within: to turn the filter on. The time window dropdown becomes active and fills in with Last 12 Hours.
The seven windows are Last 2 Hours, Last 4 Hours, Last 6 Hours, Last 12 Hours, Last 24 Hours, Last 48 Hours, and Last 72 Hours.
SmartMoving assigns only to people whose last sign-in falls inside the window you pick, so a shorter window keeps assignments with people who are signed in at that moment.
Clearing the checkbox clears the saved window. Checking it again starts at Last 12 Hours, so re-select the window you want before saving.
A rule saved with a time window keeps that window. Reopening the rule shows the same option.
How the Move Coordinator Is Notified
When a rule assigns a Move Coordinator, SmartMoving emails that person so they know the move is theirs.
The email:
Goes to the email address on that user's SmartMoving account
Uses your company's name for the role in the subject line, so it reads Move Coordinator Assignment when you use the default name
Names the opportunity by its quote number and links straight to it
The opportunity's activity history records the assignment as well, showing the rule that ran and the person it assigned.
Key Details
The email sends automatically as part of the assignment.
The same email goes out whether a rule makes the assignment or a user makes it by hand. The activity history shows which one happened.
A rule assigns a Move Coordinator only when the opportunity does not already have one, so an assignment made by hand stays in place.
This email is separate from the alerts for new customer emails and texts. Learn more about those here.
Creating and Managing Task Templates
Task Templates are reusable lists of actions your team needs to complete before, during, and after each move.
To create a Task Template:
Go to Settings > Workflow Automation > Task Templates.
Select + Add Template.
Add tasks with the following details:
Relative Date – days before, on, or after the service date
Type – Call, Email, or To-Do
Assigned To – assign to Salesperson, Move Coordinator, Estimator, or a specific user
Priority – High, Medium, or Low
Click Save.
You can then:
Apply templates automatically via Automation Rules
Apply them manually from a booked opportunity by selecting Add Template (next to Add Task)
Note: If a move’s service date changes, all task due dates automatically update based on their relative timing.
Managing Tasks and Progress
Move Coordinators and other assignees can manage their tasks directly in SmartMoving.
Task Report
Open Smart Insights > All Reports and search for the Task Report to view all tasks by due date, assignee, and completion status.
You can filter by:
Assigned user
Status (Not Started, In Progress, Completed)
Due date or priority
📊 Smart Tip: Use this report weekly to identify overdue or at-risk tasks.
Cards View
Inside the Tasks section, switch to the Board View to manage your work visually.
Drag and drop tasks between Not Started, In Progress, and Completed.
See totals for Overdue, Due Today, Due This Week, and Open tasks.
Sort by Priority, Due Date, or Alphabetically.
Learn more about the Cards View here.
Best Practices
Segment by Move Type: Create templates for Local, Interstate, or Packing-only moves to match your SOPs.
Use Dynamic Assignment: Assign tasks to Salesperson, Move Coordinator, or Estimator fields so ownership updates automatically.
Prioritize Effectively: Use High priority for time-sensitive steps like confirmation calls or customer follow-ups.
Review Regularly: Audit your Task Report monthly to ensure templates and automations stay aligned with your processes.
Summary
Automating Move Coordination Workflows in SmartMoving brings consistency, visibility, and efficiency to your move management process.
By combining Automation Rules with Task Templates, your team eliminates manual setup, reduces errors, and delivers a smoother customer experience, all from within SmartMoving.