Settings SmartStart Video Guide
How to Upload Your Logo
In this section, you'll learn: How to personalize your emails and documents with your company logo.
Elevate your customer's experience with your brand by adding your company logo to your SmartMoving profile.
By adding your logo, you will be able to ensure that your brand is front and center during each customer interaction. It will appear at the top of all customer facing emails sent from SmartMoving, all contracts and documents, and the online customer portal.
Adding your logo
Navigate to Settings > Company Settings > Branding or click here to go directly to the page.
Click Upload New Logo and select your logo from your computer files.
Then, select a logo display option so that your logo appears correctly based on its length and height.
Important Notes:
Your logo file must be either a JPG or PNG.
For best quality, upload your logo with a transparent background. This will ensure that your logo does not have the default white background behind it.
Portrait: Select Portrait if your logo is square.
Landscape: Select Landscape if your logo is rectangular.
How to Connect Your Google Calendar
In this section, you'll learn: How to connect your SmartMoving Dispatch Calendar and Office Calendar to your Google calendar.
Connect to Google Calendar
By Connecting your Google Calendar to SmartMoving, your booked jobs and office calendar events will be synced to your Google calendar.
Step 1: Navigate to your Profile under your My Account Settings.
Step 2: Navigate to the Calendar Syncing section.
Note: If this section is not available, check with your company's admin to see if your role includes access to the calendar sync feature.
Step 3: Select Sign in to Google Calendar.
Step 4: Sign into your Google account or if already signed into a Google account, select the account that you wish to have your SmartMoving calendars synced to.
Step 5: Select Allow to grant SmartMoving access to your Google calendar.
Note: SmartMoving will not access or change any existing events on your other calendars.
Google Calendar Settings
Once you have connected to Google calendar you are able to return to your account settings in SmartMoving and select a few settings there.
Step 1: Select which branches you wish to include jobs for on your Google calendar.
Step 2: Select if you would like to sync your on-site estimates and box deliveries to your Google calendar in addition to your booked jobs.
Note: You can also select to not have your office calendar synced to your Google calendar or select to sync all of your company's SmartMoving users' Office Calendar events synced to your Google calendar.
Step 3: Select Save Changes.
Google Calendar Sync Video
To view our Google Calendar Sync Video that is available in the SmartMoving Academy, select the button below.
How to Sync Dispatch and Office Calendars to Apple Calendar
In this section, you'll learn: How to add your dispatch or office calendar to Apple calendars.
SmartMoving supports two different calendar sync methods to import your Dispatch and/or Office calendars into your own personal calendar program. For Apple, the preferred method is through an iCalendar (iCal) Feed.
Feeds such as iCal are a standardized format for exchanging calendar data. SmarMoving's iCal feeds enable external calendar applications (like Apple Calendar) to display information published by SmartMoving.
Step 1: Locate your unique SmartMoving iCal Feed URL.
The iCal URL is unique to each SmartMoving user. This allows individual users to sync the data they wish to their own personal (or company) calendar independently of other users. Your iCal URL is located under your SmartMoving User Profile Menu.
Once you navigate to your User Profile Menu, you'll want to copy the unique URL to your clipboard by clicking the Copy button located under the iCal Calendar sync section:
Step 2: Import your calendar from your Mac.
To import your SmartMoving calendar into your Apple calendar on a Mac, you'll want to open up your Calendar program on your Mac.
Once you have the Calendar program open, Select File > New Calendar Subscription from your Calendar menu.
After selecting the New Calendar Subscription Menu, you will see the option to past the SmartMoving iCal URL into your new subscription window here:
Paste the URL and then be sure to click the Subscribe button. You should now see your SmartMoving calendar listed as one of your available calendars.
Step 3: Import your calendar from your iPhone or iPad
From your iPhone or IPad Go to Settings > Calendar > Accounts > Add Account > Other.
Tap Add Subscribed Calendar and Enter the URL of your unique SmartMoving iCal calendar.
How to Enable Digital Signatures on Estimates
In this section, you'll learn: How to turn on and track signed estimates.
Your customers are able to accept and sign estimates digitally using the SmartMoving platform, and your team can see all estimate statuses and book them once accepted.
Important: When a customer accepts an estimate, it does not automatically book a job. Once an estimate is accepted, the Moving Consultant (and a distribution list of additional team members, if added) will receive a notification that a potential customer has accepted an estimate. It will be up to that Moving Consultant or someone else on your team to book the job after the estimate is accepted.
There are five simple steps to enable and accept customer signatures on estimates:
Step 1: Configure an Estimate Document.
To allow estimate signatures, you must first have an estimate document built and configured for that job type.
To check your existing documents and verify the job types that the document is configured for, navigate to Settings > Forms and Documents > Document Library or click here to go directly to the page.
For additional help adding forms and documents, click here to watch the document training video in SmartMoving Academy.
Step 2: Enable Estimate Signatures.
Navigate to Settings > Customer Portal > Common or click here to go directly to the page.
Enable the Estimate Signature toggle.
You must enable the toggle for estimate signing in order to allow customer signatures for estimates.
Note: The toggle will be green when enabled.
Enable the Electronic Signatures and Records Requirement toggle. This step is optional unless required by your state.
In some states, it is a legal requirement that the customer agrees to electronic records and signatures before they can digitally sign documents. In these states, you must enable the toggle for electronic signature agreement requirement, though the option is also available if your state does not require it.
Once enabled, the customer will be unable to sign the estimate until they review the disclosure and agree to the terms. After the customer acknowledges their agreement, the signature option will be unlocked.
Customize the Electronic Records and Signature Disclosure.
SmartMoving comes with two preset templates for the electronic signature agreement:
A short generic template
A more extensive and specific disclosure for California
You can use and/or modify both templates to fit your needs.
Step 3: Know What the Customer Sees.
Navigate to a specific job > Preview Estimate to see an example of what a customer will see when viewing their estimate.
Once you send an estimate to a customer, they will receive an email and/or a text message with a link to the estimate in the SmartMoving customer portal. The customer may see one of three scenarios:
If estimate signatures are not enabled, the customer will be able to view the estimate and accept it but will be unable to digitally sign it.
If estimate signatures are enabled and electronic signature agreements are not required, the customer will have automatic access to view and sign the estimate.
If estimate signatures are enabled and electronic signature agreements are required, the customer will be unable to fully view or sign the estimate until they read and agree with the disclosure.
Step 4: Know When a Customer Signs an Estimate.
The Moving Consultant and any team members included in the distribution list will receive an email when the estimate is accepted.
In SmartMoving, the Moving Consultant and sales team will be able to see the accepted estimates in multiple places on the Sales Dashboard:
The Accepted sales dashboard metric under Open Items will increase to include the newly accepted estimates that have yet to be booked.
In the Sales module under My Leads > Accepted you will see a list of all the estimates that have been accepted by your customer but not yet booked.
Set up Your Distribution Lists.
By default, the assigned Moving Consultant will always be notified when a customer signs and accepts their estimate. It may also be beneficial for other team members to be notified when estimates are accepted. SmartMoving provides several distribution lists that can be configured to notify other team members.
To set up estimate accepted notices for other team members, navigate to Settings > Company Settings > Distribution Lists or click here to go directly to the page.
In the Estimate Accepted Notification List field, enter the email address for each team member that you wish to add to the distribution list.
Use a comma to separate each email address.
Do not add any spaces between the email addresses or commas.
Step 5: Let Customers Re-Sign an Estimate After Changes Have Been Made to the Charges.
There may be times when you need to add or edit the services, materials, or fees for a job after the customer has already signed and agreed to the estimate.
Navigate to a specific job -> Edit an estimate.
Once you save the changes to the estimate, SmartMoving will notify you that the total estimated cost has changed since the customer signed the estimate.
To notify the customer of the changes and allow them to resign the estimate:
First, click the drop-down menu next to the smart action button, and click Send Estimate.
Next, click Clear signatures and allow your customer to re-accept.
Select the checkbox for the email or mobile number the estimate will be sent to.
Then, click Send to send the updated estimate to the customer for their approval.
Step 6: See Document Signature Status.
Navigate to the estimate tab for a certain opportunity > Docs.
Click the Documents icon.
From here, you can see a complete list of all documents associated with a specific job as well as whether each document is signed or unsigned. To see a copy of the document, click the document link.
How to Customize Online Estimates
In this section, you'll learn: How to set default pricing, attach documents, and set terms & conditions on your Customer Portal pages.
SmartMoving provides an online mobile-friendly web portal allowing your customers to view their estimate directly from their phone or computer's web browser. They can also download a PDF of their estimate, pay a deposit, sign the estimate as well as submit inventory for their home.
When sending an estimate to your customers either via email or as a text message, the customer will be given a link to view their estimate online. This online portal has many features that you can customize for each type of job so that the information displayed meets your company's standards for those types of jobs.
Check out the SmartMoving mobile-friendly online customer portal!
Note: Sending estimates using a mobile-friendly format lets you not only email but text your customers an estimate they can quickly view on their phone. Statistically, 98% of your customers will read a text message on their phone within 2 minutes of receiving it. Texting mobile-friendly estimates not only ensures your estimate will not go in a SPAM folder, but it will also ensure they see it quickly resulting in a higher conversation rate for your quotes.
How to Customize Online Estimate Options
You have the ability to customize what your customers see in the online view of their estimates. Because different types of jobs have different requirements, you can customize the data for each job type, including all local/intrastate jobs as well as interstate jobs.
Navigate to Settings > Customer Portal > Online Estimates or click here to go directly to the page.
You must manually update the settings on each of the separate job types listed above (as desired). Updating the settings for one job type will not change any of the other job type settings.
Online Settings Options
General settings
Pricing displays: You can select a default for whether estimate amounts should appear as an hourly rate, estimated price, or a price range.
Note: You will be able to adjust this setting before you send each estimate, but the default will determine which pricing display is automatically selected unless modified.
The rest of the general settings can either be shown on the estimate or hidden so that they do not appear in the customer view.
Truck and crew count: For some jobs (for instance flat rate jobs) your company may not believe it is important or helpful to share how many trucks or crew members will be sent to the job, and you can hide this information so it doesn't appear. However, it may be necessary for hourly jobs.
Job contracts and addendums: The job contracts and addendums are personalized document attachments (e.g., the contract for moving services) that contain job and customer-specific information. If jobs and addendums are hidden, the customer-specific documents will be hidden from the estimate.
Note: Additional documents can be manually attached at the bottom of the page in the document section. This setting does not hide those attached documents—even if the job contracts and addendums are hidden, the manually attached documents will still be visible.
Salesperson/contact info: If shown, the Moving Consultant’s direct phone number and email address will be provided on the estimate for customer contact. If hidden, the Moving Consultant’s name will still be provided, but their contact email and phone number will be hidden and replaced with the general company contact email and phone number.
Dates for unbooked jobs: If your estimate is good for 30+ days and you have a customer who is unsure when their exact move date is, you may consider hiding the due date to avoid promising an unconfirmed move date. When hidden, the Date field on the estimate will show TBD.
Inventory information: When shown, customers will see a section on their estimate where they can click Manage Inventory to add an inventory of their move, including the number of rooms, items, boxes, cubic feet, and weight of items (in pounds). When hidden, customers will not see or be able to interact with this feature.
Charges table
Hourly rate: If shown, the customer will be able to see the cost per hour. If you charge $119 per hour, the rate will show as $119/hr.
Price for minimum hours: If shown, the customer will be able to see the cost of the minimum moving rate. For instance, if you charge $119 per hour with a 2-hour minimum, the cost for the minimum hours will show $238.
Payments: If shown, the customer will be able to see any payments they have already made. If you wish to provide a full estimate without any previous payments included, you can hide payments.
Attachments
You can add general, non-client-specific documents in the Attachments section to have them appear on the estimate. Unlike the jobs and addendums documents, these files must be manually attached and cannot be hidden unless removed.
To attach a document,
First, click Add Attachment.
Next, select to either attach the document Via URL or Via Upload. For more information on Customer Portal attachments visit: Attach Documents to the Customer Portal.
Then, click Add to save.
Header Notes
You can add notes to the header that places important information in bold at the top of the estimate.
Footer Notes
The footer notes section comes preset with some default terms, but you can customize the information and its formatting. You can use this section for company policies, terms and conditions, etc. This information will appear right below the attachments section (if attachments are shown).
How to Attach Documents to the Customer Portal
In this section, you'll learn: How to add attachments to your Customer Portal page.
There are two different ways that attachments can be added to the Customer Portal. The attachments can be added via a URL or by uploading the document from a file stored on your computer.
Via URL
To attach a document to your Customer Portal page, via a URL, navigate to your Online Estimates Settings and select the pricing type to which you wish to attach a document.
Step 1: Once on the Settings page for the pricing type, navigate to the Attachments section.
Step 2: Click Add Attachment.
Step 3: Select Via URL.
Step 4: Enter the name that will populate on the Customer Portal page for this attachment.
Step 5: Paste the URL for the attachment.
Step 6: Click Add.
Via Upload
To add a document as an attachment by uploading the document from the files on your computer, navigate to your Online Estimates Settings, and select the pricing type to which you wish to attach a document.
Step 1: Once on the Settings page for the pricing type, navigate to the Attachments section.
Step 2: Click Add Attachment.
Step 3: Select Via Upload.
Step 4: Enter the name that will populate on the Customer Portal page for this attachment.
Step 5: Click Select File to drop the document that you want to add as an attachment.
Note: Support documented types include: .csv,.doc,.docx,.pdf,.txt,.xls, and .xlsx.
Step 6: Select the file you want to upload as an attachment from your computer.
Step 7: Click Upload.
How to Import Data From Your Old CRM
In this section, you'll learn: How to transfer data from your previous software system into SmartMoving.
Our team is able to import historical data from a wide range of other software systems, provided the data meets certain requirements.
There is a one-time fee of $150 to import up to 10,000 records.
To request a data import, please send your exported file to the SmartMoving Professional Services Team email address ([email protected]) or initiate a request using our in-app chat support.
Requirements
The data must be in CSV or Excel format.
There must be one record per row; a single record cannot be split across multiple rows.
The $150 fee covers data from a single system. If you wish to import data from multiple systems, or if you wish to import more than 10,000 records, there will be an additional fee.
We import historical data only. Data for upcoming moves cannot be imported.
Note: For more information about this process visit this document about Importing Customer Data.
Supported Fields
The following fields are supported. Customer name is required. All other fields are optional.
Customer Name (First and Last Name or Full Name)
Move Date
Total Amount
Referral Source
Origin Street
Origin City
Origin State
Origin Zip
Origin Address Full
Destination Street
Destination City
Destination State
Destination Zip
Destination Address Full
Phone Number
Email Address
Weight
Volume
Customer Notes
Crew Notes
Internal Notes
Job Type
Status
Branch
Sales Person
Sample File
