This article covers how to manually send an email or text message from an appointment to a customer or the assigned cleaners, and how to send an email from a contact’s profile. It also covers choosing a template, editing the message, selecting recipients, and which templates can be sent as a text.

Sending is only available if the customer has an email address or a mobile phone number on file. Texts are only sent to phone numbers saved as Mobile. Numbers saved as Home, Work, Other, or Mobile (Don’t Text) won’t receive texts.

Manual texts count toward your SMS usage.

Email and text templates can be edited at https://app.zenmaid.com/settings/communication-templates.

If the available templates don’t suit your needs, you can clear the content and write the message from scratch.

Not every template can be sent as a text manually. See Templates You Can Send as a Text below.

Texts can only be sent manually from an appointment, not from a contact page.

Some templates are only available on certain plans. If a template is locked on your plan, you won’t be able to send it.

From your ZenMaid Dashboard, open the Appointments icon and select your preferred scheduling view.

Find the appointment for the client you want to contact, then click it.

In the appointment overview, click Actions and select Send Text/Email.

In the dialog, expand the Type of communication dropdown and select a template.

Check the channels you want to send through. Email and text can be sent together in the same action. The text option only appears if the selected template can be sent as a text.

Click Send to send as is.

From your ZenMaid Dashboard, go to Contacts > All Contacts.

Search for the customer directly or use the filters to locate the profile.

On the contact page, make sure the customer has an email address on file.

Click Send message.

In the pop-up window, select an email template from the dropdown.

Only emails can be sent from a contact page. To send a text, open one of the customer’s appointments and use Actions > Send Text/Email.

These templates can be sent as a text from an appointment:

Other templates can’t be sent as a text from an appointment. The Secondary Appointment Reminder and Cleaning Complete will only show the email option. Their SMS versions send automatically, based on your notification settings.

The Invoice Notification text is sent from the invoice, not from Actions > Send Text/Email.

Only seeing the email option? The template you selected can’t be sent as a text manually. Choose a different template, such as Appointment Reminder, or select any text template, clear the content, and write your own message.

Sending is only available if the customer has an email address or a phone number on file. By default, texts go to the customer’s first number saved as Mobile. To text a different number, click Preview and edit and choose it in the To field. Numbers saved as Home can’t receive texts.

Setting a number to Mobile (Don’t Text) only stops automated texts. You can still choose that number for a manual text.

If you manually send an Appointment Reminder or Secondary Appointment Reminder on the same day it’s scheduled to send automatically, the automatic one is skipped so your customer doesn’t get it twice. If you send it manually on an earlier day, the automatic reminder still sends as scheduled.

Want to see every available template and its plan? Check out SMS Templates in ZenMaid and Email Templates in ZenMaid.