Communications settings
Email accounts, company sending, texting, notifications, team chat, the radio, phone lines and email sequences, one page at a time.
3:01 · Settings · Getting set up
Transcript
PortaPro talks to people in a lot of ways. Invoices by email, texts on the way to a stop, alerts to your dispatchers, radio calls to the trucks. The Communications settings decide how each of those works. They sit together in Settings, eight pages in one group. Email Accounts connects your real inbox, Gmail, Outlook, or almost any other provider. Emails you write in PortaPro then go out from your own address, and replies land where you already read mail. PortaPro only sends what you write. The note under the card says it plainly: it never reads the rest of your mailbox. Share a connected inbox with the company, and it can become the address your invoices come from. Company Sending shows exactly how invoices, quotes and receipts leave today: the From line, and where a customer's reply goes. Pick a shared inbox in this card, and invoices go out from it. If that inbox ever stops working, invoices keep going out from PortaPro's own address, and a warning at the top of this page says why. Own a domain? Connect it, and mail comes from your business name, with delivery, bounces and opens tracked on every send. SMS shows your company's texting number. Every customer text comes from this one number, no matter who sends it. Below it are the automatic texts. On-the-way texts with a live arrival estimate, and a reminder the day before a visit. Customers can reply STOP at any time, and PortaPro honors it. Missed Call SMS answers a call nobody picked up with a text, so the caller isn't left hanging. Notifications is personal. Each person on the team picks their own alerts, and push reaches the PortaPro app on their phone. Every alert gets a row, with a column for in-app, push and email. Overdue and missed stops can also go out as a text, the one alert urgent enough to earn it. Team Chat holds your quick replies. When a call comes in you can't take, tap one, and the caller gets that message in your chat. Turn the ring sound off here, or switch on Do Not Disturb to decline every call automatically. Radio is the push-to-talk channel for the whole crew. Recording and transcripts are separate switches, so you can keep it live voice only, and old clips are deleted on the schedule you set. Voice and Phone runs your business phone lines. Each number shows how its calls are routed. The IVR tab builds the phone menu callers hear. Each key goes somewhere: press one rings dispatch, press three rings billing. Lakeshore's zero forwards after-hours emergencies straight to a cell phone. Voicemail holds the greeting for calls nobody answers. Type the words, then pick who reads them: the standard phone voice, one of two natural voices, or a recording you made yourself. Last, Sequences. Each one is a run of follow-up emails on a schedule. Enroll a lead or a deal from its page, and each step goes out from the inbox of whoever enrolled them. Set these once, and your customers and your crew hear from you the way you want.
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