SurveyBooker

Survey Hub Integration

• Additional setting to prevent job submission to Survey Hub if terms or payment are incomplete, with consideration for cases where the referrer pays instead of the customer (e.g., TMP).
  • In table where we set type (valuation, rics template etc), have two columns – allow posting without payment, allow posting without terms. If unticked display message when trying to accept that terms or payment are required before the job can be sent to Survey Hub. If billing contact is referrer then allow sending without payment even if not ticked. Have all these ticked for existing firms set up (migration)
• Rule to set which fields should be included in the SH feed (for custom fields tick which ones to include rather than all in general)
• Email shortcode for the resourceName in SH for customer emails/SMS – we should save this when saving the appointment date, when we check it the day before at 5pm, when confirming the appt went ahead and when pulling back the report (update it if changed in later updates)

Location settings

When adding locations for a new service, tick to copy the locations set on another product for quicker set up

API

Last modified (Survey module – GET API) – the last modified data will include any edits on a record (E.g. editing a task will now return a record on the last modified search).

Workflow settings

Addition of “Include” and “Exclude” options for sources on workflows (currently include or all). We are also including the option to cc/bcc assigned users to email templates and including an option to set tasks for X hours time (currently immediate or X days time). 

Older settings data

You can now archive old custom fields to hide them. The select services page will load automatically on the active services tab for quicker updating of records.

To be confirmed:

Referrer fee statement – planned update to include both jobs with a completed date (report upload date) and/or referral fee paid date in the date range for the report and the addition of two new columns – Survey ID and Customer Name.

Manual quote age

Layout: we’ve adjusted the layout to save space and remove fields that cannot be edited (e.g. total quote)

Discount codes

Pricing page: the discount code field will now only display if you have any active codes set up in your discount code settings.

Job timeline

Appointment end time: you can now set a custom end time for each job. The default end time will use the appointment length set in your “select service” settings. However, you can customise the end time on each booking and include the appointment end time in your booking emails to help provide guidance on a timeframe you’ll be arriving between.

Lock a case on completion: you can now set if jobs should automatically lock once the job moves to completed. Alternatively, this can be locked manually. Jobs can then no longer be edited unless unlocked by a super admin user, other than adding new notes, updating a task or sending further emails. View guide

Message page – improved and modernised UI for easier sending and viewing

Referrers

Quote/Job table: the quote/job table will now include the referral partner account manager.

Activation status: the referrer table will now include the account activation status so you can easily filter by referrers that have and haven’t activated their account.

Referrer Plus: Referral link wording: you can now set your own link name for the two referral links in the referrer account settings (Referrer Plus feature) and edit the wording of the Get quote button when via referrers (e.g. say “Share lead”)

On the quick referral link (Referrer Plus), there is an optional job type field to allow them to select the job type required, if known.

Calendars

Custom events – these will also add to the Office 365/Google calendars connected if the “task” event type is turned on

User settings

Custom user – if send emails is unticked against a custom user, the “send activation email” button will be hidden on the customer and referrer records to prevent the custom user from being able to send out activation emails.

Some minor bugs have been fixed for custom user permissions (e.g. renaming a document group, dragging documents. and users disconnecting their email address)

Custom users will Full referrer record access can reallocate records (previously only super admin)

API settings

API keys: you can now add API keys that only allows leads to be posted in from a specific referrer to help restrict use of API keys. You can also create API keys that will only allow data to be looked up if the source matches a certain referrer to restrict access on the API.

GET API: additional data is being added to the response to share details about the refund status and amounts.

Post/Patch API: this will now allow a quoted value to be posted through instead of using our pricing table. The quoted amount can also be updated, job cancelled or a note added to a job.

Webooks:

• The primary contact’s SMS and marketing preference are now included in the webhook data
• The header includes an API key for authenticating webhook requests

EMAILS

• You can now create custom shortcodes for use in manual and automated emails, allowing you to pull data from any custom timeline fields you’ve set up.

• Additionally, we’ve introduced shortcodes for prices excluding VAT as an alternative to our VAT-inclusive options. Please note that the ASA advises B2C pricing should include VAT, as it cannot be reclaimed. Therefore, VAT-exclusive prices should only be used for the appropriate job types.

CUSTOM TIMELINE FIELDS

Date field: We’ve included the option to add a date field type option alongside the existing answer types.

COMPANIES

Phone number: The phone number is being made optional so only the company name is needed to add a company record.

Contact record: On a contact record, the company dropdown will now be alphabetical and have a search at the top. A contact can also be assigned to multiple companies (e.g. a consultant that works at multiple companies).

PROPERTIES

Add property: When adding a property via the “Add property” page, the address look up will be available to find the property.

SELECT SERVICE SETTINGS

A new setting, “This job doesn’t need terms signed,” has been added for job types where customer signatures are not required. When enabled, any new quotes will automatically have their terms status set to “Not required.”

JOB RECORD

PART PAYMENTS: You can now add a deposit or part payment and set the payment date. Additional or final payments can be recorded with their respective dates, allowing you to easily track unpaid, part-paid, and fully paid jobs.

PROPERTY: In the property section, you can now create a new property record directly via the Add/Remove button, without needing to first add it through the properties table.

LOCATION BLOCK: 

• If you do not cover the job type in your location settings, we will display an alert on the page so you can either update your location settings or know you can’t accept the booking as you don’t have coverage in that area. This may be helpful where leads are received from lead generation sites outside of your standard coverage. Searches via our quote forms are already automatically advised you don’t cover a location and a lead not created.
• You can now set a custom message to appear in the customer portal if you’ve set your account to block a booking if the location is inactive in your location settings.

Changing job type – when changing the job type, any custom fields that exist on both job types will remain. Previously, the fields would reset, and any data added/submitted would be lost. If changing job types and fields are removed as they don’t belong to the new job type as well, the data will be removed. However, where the field is used on both, the data will remain.

ZAPIER

We’re adding the “Marketing source” field to the data and sending the custom fields as separate fields instead of within one field to make them easier to use.

REFERRAL PARTNERS

Payment skipped: The referrer table in the referrer account will now show the payment skipped status if payment has been skipped.

Last referral date: When editing the job source, the last referral date in the referrer table will be updated based on the created date of the lead instead of the date the lead source is being changed. If the created date is older than the current last referral date, the existing last referral date will remain. If newer, the last referral date will be updated.

Statements: you can now add custom fields to a statement in the referrer settings (subject to plan)

GENERAL UPDATES

Notification emails will now be sent from [email protected] instead of support@ in order to prevent tickets being created on auto replies.

Reallocate a lead via the reallocate button (or assigned user dropdown) and any open tasks will be reallocated to the new user assigned to the job. Tasks with the completed status or cancelled status will remain assigned to the original user.

Calendar – in the month view, the job will be shown once, instead of once for each user assigned.

User availability settings – you can now set multiple working times for each user (e.g. 9-12 Available, 12-1 Lunch, 1-5 Available) to help ensure you do not book appointments during user breaks. This supports the existing custom events to add events that block out a user’s diary.

JOB RECORD

Archived / Cancelled banner: a banner across the top of the timeline has been added to make it clearer when a record has been archived or cancelled.

REPORTING

Export: the report page exports will now include the referral partner “Account manager” in the exported data.

EMAILS

Signature: In the email composer, you can now set an HTML email signature instead of a plain text one so that any emails sent out look more personalised.

Terms follow-up email – the shortcode for the terms document signature link can now be included in the terms follow-up email instead of referring customers back to the original email.

QUOTES/JOBS

Jobs tables – the jobs table will include the same columns that the quote tables include

Referral fees – this will now be calculated on the total fee (inc extras), not just the survey fee 

Marketing preference – the contact section of the job timeline will show the marketing email preference yes/no

Manual quote – the ‘report name’ field will automatically populate with the customers name when creating the quote

Booking pop-up – the unassigned column on the pop-up will now appear to the right of the pop up and unticking unassigned from the dropdown will remove it from view. 

Terms document tags (e-signing) – the referrer name tag will use the group, branch or contact name instead of the main contact name on the group or branch record. We’ve also added a tag of the full customer name (salutation, first name, last name).

Create task pop-up – a new time selector has been added to make it easier to quickly create a task versus the current date/time selector.

SETTINGS

Quote pages: the “Your quote” step text in the quote form timeline bar will be customisable.

Post booking questions: the “Submit booking questions” button text can be customised

Draft report document visibility block: if set to be visible to the customer it will be set to block the report from being viewed if terms or payment are outstanding (unless payment is set to be made via the referrer in the referrer settings)

Book Now button:

• Quote result page: the quote result page has a “Book now” button. You can change the wording on this button in the customer portal settings.
• Email template: the account activation button default text says “Book now” if the account is not yet activated or “Log in” if activated. You can set your own text in the customer portal settings.

ACCOUNT ACTIVATION

Login page: the login page has been updated so that a user entering their email on the login page that hasn’t yet activated their account will receive the customer account activation email template or referrer email template. This replaces a historical setting that used a general activation template on this page. Previously, these custom templates were used if pressing “Send activation email” on the relevant customer or referrer records but not if the customer entered their email on the login page. This update will make it possible to personalise your customer experience further.

REFERRER ACCOUNTS

Referral partner job tracker page: the tracker bar at the top will use the same stage names as set in the customer portal

New tags: a new tag of [Introducer Contact Name] has been added for the emails. This will input the assigned contact level name into emails. The existing introducer first name/ last name tags put the name of the person being emailed in (e.g. if emailing the branch level record, it puts the name of the person at the branch name in the email). This new tag will put the first/last name of the contact level referrer assigned to the job. Therefore, if an update email goes to the branch level the new tag will put the name of the contact that referred the lead in the email. 

GET API – Referrer module: the ‘Last modified’ field is being added to help show the last time the overview page was edited or the notification preferences were changed. The last activity field shows when a note, task, or email was last added.

Phone number column – has been added to the referrer table to help search for records.

PROPERTIES

Add property: we’re removing the property name field when adding a property. 

LOGS

Unassigned user: if unassigning a user, the activity log will now show who was unassigned and who by

CUSTOMER ACCOUNTS

Additional info page: the property details at the top of the page will hide any fields that were hidden on the quote form (e.g. if tenure was hidden on the quote form, it will be hidden here too. 

Quote result page pop-up:  the wording is being adjusted slightly as not all jobs have quotes automatically created or welcome emails sent. The new text displays the wording: “We have received your search details and a member of the team will be in touch shortly to discuss your requirements. If we’ve provided an automated quote you can press “Book now” or speak to a member of our team who will be happy to help! Many thanks, [Company Name]”

EXPORTS

Property value: the quote table and report page exports will now include the property value