Work Order Intake & Dispatch

A customer submits a request via email, web form, or phone. The automation is triggered by a new email in the intake inbox, a new form submission, or a manual trigger in the system.

The automation reads the email, form, or voicemail transcript and extracts the customer name, address, issue description, contact details, and preferred time window. the automation creates a structured work order record.

The parsed data is automatically written as a new work order with all required fields populated.

The automation queries the technician database, checks real-time location data, and identifies the best-fit technician based on skill set, current location, and availability. the automation ranks candidates and selects the top match.

If a qualified technician is available within the preferred time window, the flow continues to dispatch. If not, the job is marked pending and a fallback notification is sent to the dispatcher.

A dispatch notification is sent to the assigned technician with the job address, customer name, issue, and appointment time. The message includes a one-click confirmation button.

An automated email is sent to the customer confirming the appointment, technician name, estimated arrival time, and a link to reschedule if needed.

The work order status is automatically updated to dispatched, and a log entry is created with the timestamp, assigned technician, and customer notification details.