My Roof CRM

Automations: automatic emails and texts to homeowners

Switch on the messages the app sends by itself for appointments and stage changes, set the company time zone, and understand the rules that keep homeowners from being spammed.

Intermediate 8 minOwner / manager· Last checked 2026-10-03

Video tutorial coming soon

The written steps below are complete. Producing the video? Use the video script tab — it follows these steps one for one.

GuideScriptChecklist

Automations are messages sent to the homeowner without anyone clicking Send. There are three appointment messages (confirmation, day-before reminder, cancellation) and five stage messages (Inspection done, Thank you for signing, Materials ordered, Install underway, Thank you + review request). Every rule is off until the owner switches it on.

Safety rules are built in: each stage message is sent once per job and stage, only on forward moves, never for lost jobs, never from a read-only workspace, and never to a number that replied STOP.

By the end you can

  • Read the Email and Text readiness pills
  • Set the company time zone
  • Switch on appointment and stage automations and know when each fires

Before you start

  • You are the owner (members can view but not change automations)

Step by step

  1. Open Automations/settings?activeTab=automations

    Go to Settings and click the "Automations" tab (or open /settings?activeTab=automations).

    You should see: Heading "Automations" with "Messages sent to the homeowner automatically. Each one is off until you switch it on." Two status pills: "Email" and "Text messages".

  2. Read the readiness pills/settings?activeTab=automations

    Read the Email pill ("Ready" or "Not set up") and the Text messages pill ("Ready" or "Coming soon: texts are skipped until texting is connected").

    You should see: Email is ready once the platform's email service is configured, which it is on the hosted service. Text readiness depends on the platform's texting connection.

  3. Set the time zone/settings?activeTab=automations

    In "Time zone for appointment times" pick your company's zone, or click "Use <your zone>".

    You should see: Until a zone is set, switching on an appointment rule shows "Choose your time zone first."

  4. Switch on the appointment messages/settings?activeTab=automations

    In the "Appointments" group, switch on "Appointment confirmation" (Email + Text, includes a calendar invite), "Appointment reminder (day before)" (Text) and "Appointment canceled" (Email + Text).

    You should see: Each row shows its channels as chips and the switch turns on.

  5. Switch on the stage messages/settings?activeTab=automations

    In "When a job moves stage", switch on the ones you want: Inspection done (→ Inspected, Email), Thank you for signing (→ Signed, Email + Text), Materials ordered (Text), Install underway (→ In production, Text), Thank you + review request (→ Paid, Email).

    You should see: Each is sent once per job and stage, on forward moves only, and never for lost jobs.

    Messages are sent from "<Your company> <info@myroofcrm.com>" and replies go to the Company Email in Branding.

Tips

  • Members see "Only the account owner can change automations." The rows and wording are visible to everyone.
  • A homeowner who texts STOP is recorded and skipped for all future texts; START re-enables them.

Troubleshooting

  • A stage message did not go out when I dragged the job.

    Check that the move was forwards, the job is not lost, the rule is on, and the job has an email (or phone for texts). Look for "Automatic message … failed" in the job Activity.

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