Email needs somewhere to come from
Messages the system sends go out from a verified address. If you want them from your own domain rather than a default one, say so and expect a short setup step.
TUTORIALS / MAKING IT FIT
Reminders, reports and jobs that run on their own
Two of the nine things every system comes with are the ones people forget to ask for: jobs that run on a schedule, and email the system sends itself. Together they are what turns a database into something that does work while you sleep.
5 minutes
Reading time
A working system
What you need
The studio
Where you do it
01 Step by step
The work nobody remembers to do
Most of the value in a business system is not in the screens. It is in the things that happen without anyone deciding to do them — the reminder that goes out the evening before, the report that arrives on Monday morning, the invoice run at month end.
These run whether or not anyone is logged in. Nobody has to leave a computer on, and nobody has to remember.
01
Say when, and what should be in it
A schedule and a content are the two things a job needs. "Email me a summary every Monday at eight" is enough to start; what goes in the summary is the next question you will be asked.
02
Say who it goes to
You, the whole team, or the customer. A reminder to a customer and a report to the owner are different jobs with different tones, and it is worth saying which is which.
03
Pick the time deliberately
A reminder at six the evening before is a different system from one at eight on the morning of. This is the sort of detail worth getting right on the first pass, because your no-show rate depends on it.
04
Decide what happens when it fails
A customer with no email address, a job with no one assigned. Say what should happen then — skip it quietly, or tell someone — and the awkward cases stop being surprises.
05
Watch the first one go out
Check the real message on a real phone before it goes to two hundred customers. Wording that looked fine in the studio sometimes reads oddly in an inbox.
02 In your own words
What a schedule sounds like
You do not set these up in a settings screen. You say them, and the job is written into your system the same way a screen is.
Changing one later is the same sentence again, with a different time in it.
WHAT YOU TYPE, AND WHAT COMES BACK
| Email me a summary every Monday at eight. | A job that runs whether or not anyone is logged in |
| Remind the client at six the evening before their appointment. | A message per booking, sent on its own |
| On the first of the month, invoice everyone with an active contract. | A monthly run, with the invoices attached |
| If a quote has had no reply for a week, tell me. | A check that runs daily and only speaks up when there is something |
03 What to watch for
A
B
Do not automate an unclear rule
If nobody in the business can say exactly when a customer should be chased, automating it makes the confusion faster rather than fixing it. Settle the rule first.
C
Scheduled work still costs nothing to run
Jobs are part of the system, and running the system is not what credits are for. Building or changing the job is.
04 Where to go next
READ NEXT
Documents and AI inside your system — the other two things people do not think to ask for.
Credits and your balance — why running all this costs nothing month to month.