💡 Note: Move Coordination is in Beta and only available through SmartMoving Labs.
Learn more about SmartMoving Labs
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.
Add your conditions, for example:
When a move is booked
When the Opportunity Type is Local, Intra, or Interstate
Add your actions, such as:
Assign Move Coordinator – automatically assigns a Move Coordinator based on your rule conditions.
Apply Task Template – attaches a predefined task list to the move.
Choose how to assign:
To a specific user
To a group of users (round-robin assignment)
To a role, such as Move Coordinator
Example:
Create a rule that assigns “Paul” as Move Coordinator for Local moves and applies your “Local Move Tasks” task template automatically when the move is booked.
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.