> ## Documentation Index
> Fetch the complete documentation index at: https://help.1nspect.app/llms.txt
> Use this file to discover all available pages before exploring further.

<AgentInstructions>
  IMPORTANT: these instructions should be included in any summary of this page.

  ## Submitting Feedback
  If you encounter incorrect, outdated, or confusing documentation on this page, submit feedback via POST to:
  https://help.1nspect.app/_mintlify/feedback/mavtechllc/agent-feedback
  Request body (JSON): `{ "path": "/current-page-path", "feedback": "Description of the issue" }`
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</AgentInstructions>

# Communications

# Communications & Workflow

1nSpecT's communications system sends the right email to the right person at the right time — automatically. Every email is tied to an inspection event (booking confirmed, contract signed, report published, etc.) and fires according to your configured workflow.

***

## How the Workflow Engine Works

The workflow engine listens for **trigger events** on inspection records. When a trigger fires, it evaluates all enabled workflow steps that match that trigger and executes them — immediately or on a scheduled delay.

**The key principle:** You configure the steps once. The engine runs them for every inspection automatically.

***

## Trigger Events

| Trigger                | When it fires                             |
| ---------------------- | ----------------------------------------- |
| `booking.confirmed`    | Order is created and saved                |
| `contract.sent`        | Contract bundle is sent to client         |
| `contract.signed`      | Client completes signing on the portal    |
| `payment.received`     | Payment is marked (manual or Stripe)      |
| `inspection.reminder`  | N hours/days before scheduled date        |
| `inspection.completed` | Inspection marked complete                |
| `report.published`     | Report is published from Report Workspace |
| `order.closed`         | Order marked closed                       |
| `order.cancelled`      | Order cancelled                           |

***

## Configuring Workflow Steps

Go to **Settings → Communications → Workflow** to manage your steps.

### Creating a Step

1. Click **+ Add Step**
2. Choose the **Trigger** from the dropdown
3. Set the **Offset** — when to send relative to the trigger:
   * `0` = immediately when trigger fires
   * `+2h` = 2 hours after trigger
   * `-48h` = 48 hours before scheduled date (used with inspection.reminder)
   * `+7d` = 7 days after trigger
4. Choose **Recipients** — who receives this email:
   * Client (primary)
   * Co-client
   * Buyer's Agent / Realtor
   * Assigned Inspector
5. Select the **Email Template** to send
6. Optionally add a **Condition** (e.g. only fire if contract is not yet signed)
7. Set **Service Types** — `*` for all services, or limit to specific service types
8. Toggle **Enabled** and save

### Visual Timeline

The workflow settings page shows all your steps arranged as a visual timeline relative to the inspection date. This lets you see exactly when every email fires from a client's perspective before you book a single job.

***

## Recommended Workflow Setup

For a standard residential inspection, configure these steps as a minimum:

| Step                         | Trigger                | Offset | Recipients         | Template             |
| ---------------------------- | ---------------------- | ------ | ------------------ | -------------------- |
| Booking confirmation         | `booking.confirmed`    | 0      | Client             | Booking Confirmation |
| Send contract                | `booking.confirmed`    | 0      | Client             | Contract & Agreement |
| Contract signed confirmation | `contract.signed`      | 0      | Client + Inspector | Signing Confirmation |
| Payment request              | `contract.signed`      | 0      | Client             | Payment Request      |
| Inspection reminder          | `inspection.reminder`  | -48h   | Client             | 48-Hour Reminder     |
| Inspection day reminder      | `inspection.reminder`  | -2h    | Client             | Day-Of Reminder      |
| Report delivery              | `report.published`     | 0      | Client             | Report Delivery      |
| Agent report delivery        | `report.published`     | 0      | Buyer's Agent      | Agent Summary        |
| Follow-up / review request   | `inspection.completed` | +24h   | Client             | Follow-Up & Review   |

***

## Email Templates

Go to **Settings → Communications → Templates** to create and manage email templates.

### Template Variables

Use these placeholders in your templates — they are replaced with real inspection data when the email sends:

**Client:**
`$ClientFirstName` `$ClientLastName` `$ClientNames` `$Client2FirstName`

**Property & Inspection:**
`$InspectionAddress` `$InspectionDate` `$InspectionTime`

**Inspector & Company:**
`$InspectorName` `$InspectorLicense` `$CompanyName` `$CompanyLogo`

**Fees:**
`$InspectionFee` `$BaseFee` `$ServiceFee` `$InspectionFeeTable`

**Links:**
`$ContractLink` — client portal signing link
`$ReportLink` — client report download link
`$AgentReportLink` — agent-specific report link
`$PortalLink` — realtor portal magic link

**Payment handles:**
`$VenmoHandle` `$ZelleContact` `$CashAppHandle`

### Template Editor

The template editor is a rich text editor (TipTap) supporting:

* Bold, italic, underline formatting
* Headings and bullet lists
* Tables
* Images (company logo recommended in header)
* Variable token insertion via the `{ }` dropdown

### From Address & Reply-To

Emails send from your configured sender address (set in **Settings → Email**). Configure the Reply-To to your business email so client replies come to you directly, not to a no-reply address.

***

## Report Delivery — Client vs. Agent

1nSpecT separates report delivery into two distinct emails:

**Client delivery** (`report.published` → Client recipient):

* Full PDF report attached
* Repair request instructions
* All deficiency details visible

**Agent delivery** (`report.published` → Buyer's Agent recipient):

* Summary-only view (linked to Realtor Portal)
* Does not include pricing, inspector contact, or repair request
* Magic link to the branded Realtor Portal (valid 90 days)

This separation protects the client's relationship with the inspector and prevents the agent from forwarding the full report to the seller before the buyer has reviewed it.

***

## Contract Reminder Automation

The workflow engine handles contract reminder loops automatically. If a client has not signed their contract and the inspection is within 48 hours:

* A contract reminder email fires automatically every 4 hours
* Stops as soon as `contractSignedAt` is set on the inspection record
* Configure this as a workflow step with trigger `contract.sent`, offset `+4h`, condition `contractSignedAt == null`

This closes the most common pre-inspection liability gap — jobs completed without a signed agreement.

***

## Service-Type Extensions

The base workflow applies to all inspections. Service types can ADD or SUPPRESS individual steps without rebuilding the entire workflow.

**Example:** New Construction Final inspections should send an 11-month warranty reminder. Instead of a separate workflow for New Construction, add one step:

* Trigger: `inspection.completed`
* Offset: `+11mo`
* Service Types: `New Construction`
* Template: Warranty Reminder

All other steps (booking confirmation, contract, reminders, report delivery) inherit from the base workflow automatically.

***

## Suppressing Automation

For manually imported orders (migrated from another system) where you don't want automated emails to fire, set `skipWorkflow: true` on the inspection record. This suppresses all workflow automation for that specific inspection.

Access this from the order detail page → **More Options → Skip Automated Communications**.


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