Overview
SmartMoving now supports branch-specific distribution lists, allowing businesses with multiple locations to customize email notifications for each branch.
With this update, administrators can assign distribution lists at the branch level, ensuring that only relevant team members receive notifications.
Benefits of Branch-Specific Distribution Lists
Improved Relevance: Users only receive notifications pertinent to their specific branch.
Reduced Confusion: Unnecessary emails are eliminated, preventing miscommunication across different locations.
Enhanced Control: Company owners can still oversee all notifications, while branch-level users only see what applies to them.
How to Configure Distribution Lists by Branch
Accessing the Distribution Lists Settings Page
Navigate to Settings:
Go to Settings > Company Settings > Distribution Lists.
Select the Appropriate Branch:
If your company has multiple branches, a drop-down menu will be available.
Select from:
All Branches – Users receive notifications for all locations.
Specific Branch – Users receive notifications only for the selected branch.
Add Email Addresses:
Enter email addresses for each notification type under the selected branch.
Users will receive any notifications where their email address is entered, regardless of their assigned branch in the user management section.
Key Point: Notifications Are Additive
When someone is added to the "All Branches" list, they will receive notifications for every branch.
If they are also added to a specific branch, they will receive notifications for that branch in addition to company-wide notifications.
Example:
[email protected] is added to the "All Branches" list, so they get notifications from all branches.
[email protected] is added to the "Main Branch" list, so they only receive notifications from that branch.
If an event happens at the Main Branch, both [email protected] (who receives notifications for all branches) and [email protected] (who only gets notifications for the Main Branch) will receive the notification.
Additionally, being added to a specific branch list does not remove company-wide notifications—users will continue to receive both types of notifications.
Types of Notification Lists
Booked & Cancelled Job: Sent automatically to recipients on the distribution list when a salesperson books a job in the sales module or when a job is canceled from anywhere in SmartMoving (commonly in the estimate editor). These notifications can be sent by email.
Estimate Accepted/Signed: Sent automatically to the recipients configured on the distribution list when a customer clicks "Accept Estimate" or digitally signs their estimate document. This notification can be sent by email, SMS, or both.
Inventory Submitted: Sent automatically to the recipients configured on the distribution list when a customer has submitted their inventory. This notification can be sent by email, SMS, or both.
Document Signed: Sent automatically to the recipients configured on the distribution list when a document has been signed. This notification can be sent by email.
Unmatched Opportunity Replies: Sent automatically to recipients on the distribution list when an incoming email cannot be matched to an existing opportunity in SmartMoving. This notification can be sent by email.
Understanding Distribution List Behavior
Scenario 1: Company with Multiple Branches
A drop-down menu appears, allowing users to choose a specific branch.
Emails entered under a branch will receive only that branch's notifications.
Selecting All means entered emails will receive notifications across all branches.
A tooltip next to "Distribution Lists" provides a help article link for further guidance.
Scenario 2: Company with a Single Branch
No branch selection is available.
Users configure notifications as before, without multi-branch options.
Scenario 3: Viewing a Branch-Specific Distribution List
Users can enter email addresses specific to their branch.
Those addresses will receive only relevant notifications.
The field for "Unmatched Opportunity Replies" is not included.
Scenario 4: Viewing the "All Branches" Distribution List
Users entering email addresses here will enable notifications across all company branches.