Tracovy keeps your recipients, customers, suppliers and staff informed automatically. Each message comes from a template you can edit or switch off in Settings > Templates. This page lists every message, what makes it go out, and who receives it.
| Who |
Where the address comes from |
| Recipient (the person receiving the delivery) |
The email and phone number on the order. Mobile is used for text messages when it is filled in. |
| Customer (your client) |
The email lists on the customer record: Alert emails, Invoice emails, Warehouse emails. If Alert emails is empty, Warehouse emails are used, and the other way round. |
| Supplier |
The email on the supplier record, for manifests that name a supplier. |
| Your staff |
The Finance and Operations lists in Settings > System > Email notifications. |
Every person gets their own copy - a customer never sees its supplier’s address. Replies go to your company email address.
| Template |
Email |
Text |
Sent when |
| Order / Confirm - Request |
On |
On |
You ask the recipient to confirm a delivery date. The booking reminder sends a text first, then an email, then places a call if nobody answers. |
| Order / Confirm - Accepted |
On |
On |
The recipient accepts the proposed date. |
| Order / Confirm - Declined |
On |
On |
The recipient declines the proposed date. |
| Order / Confirm - Attempted |
On |
On |
Every reminder has been tried and the recipient has not answered. It links back to the booking page. |
| Order / Created |
Off |
Off |
An order is created, by hand or by import. Off by default so a large import does not message everyone. |
| Order / Received |
On |
Off |
Everything for a live (cross-dock) order has arrived at your warehouse. |
| Order / En-Route |
- |
Off |
The order is dispatched on a route. |
| Order / PreCall |
On |
On |
A pre-call is attempted (coming soon). |
| Order / Delivery Failed |
- |
On |
A delivery attempt fails. |
| Order / Completed |
Off |
Off |
The last parcel of the order is delivered. The proof of delivery is attached to the email. |
| Order / Route - Cancelled |
On |
On |
The order comes off its route after the recipient accepted a date, so it needs a new one. Reshuffling a draft plan does not send anything. |
| Order / Route - Potential Cancellation |
On |
On |
A route is flagged as at risk (coming soon). |
| Template |
Sent when |
| Customer / Delivery Failure |
A delivery attempt for one of their orders fails. Goes to Alert emails. |
| Customer / Orders On Hold |
Every Monday morning, a list of their orders on hold. Only sent if they have any. |
| Customer / Recently Completed |
Every Monday morning, a list of orders delivered in the last 7 days. Off by default. |
| Customer / Manifest Import Success |
Their system sends you a manifest through the API. Manifests your staff type in do not send this. |
| Customer / Manifest Completed |
A manifest is received in full. |
| Customer / Manifest Missing Items |
A manifest is closed with units missing. |
| Customer / Manifest Damage |
An item on a manifest is recorded as damaged. |
| Customer / New Invoice |
You press Send or Resend on an issued invoice in Finance > Invoices. Goes to Invoice emails with the invoice PDF attached. Credit notes are not emailed. |
| Customer / Copy Invoice |
Not sent yet. |
| Template |
Sent when |
| Supplier / Manifest Missing Items |
A manifest naming them is closed with units missing. |
| Supplier / Manifest Damage |
An item on a manifest naming them is recorded as damaged. |
| Template |
Goes to |
Sent when |
| Internal / New Manifest Import |
Operations list |
A customer sends a manifest through the API. |
| Internal / New Invoice |
Finance list |
Not sent yet. |
- Each message goes once. If the same thing happens again for a different reason (a second failed attempt, a new booking), a new message goes out; the same event never sends twice.
- Switching off is instant. A disabled template sends nothing, on any order.
- Your branding. Every email uses your layout: your email logo, colours and company details in the footer. See Email templates.
- Text message cost. A text over 160 characters, or one containing special characters, costs more than one message. The SMS editor shows the count. See SMS templates.