Workflow messages are the automated, booking-tied messages your renter gets as their rental gets closer — reminders, access codes, inspection links, and a review request. You set the wording once and Patriot Hauls sends each one at the right moment for every booking. You'll find them under Settings → Workflow (Booking Workflow Settings).
Set up messages in three easy steps
- Choose the right category on your listing. A dumpster uses Dumpster Delivery. A dump trailer with U-Fill, We-Haul turned on uses U-Fill, We-Haul. Storage containers use Storage Containers. Trailers and equipment use Standard Pickup. For Other / Specialty, enter a Category Label on the listing, such as Totes, Party Rentals, Boats, or Jet Skis.
- Open Settings → Workflow and pick a rental type. Read the ready-to-use messages, make any changes, and use Preview to see an example. For Other / Specialty, select the matching Category Label too. Set the automatic-message and SMS switches for that type or specialty category.
- Tap Save Settings. Each booking uses the message set for its booked unit automatically. You do not need to choose a path on every booking.
The rental-type buttons choose which messages you are editing. They do not change the category of your units. Reset to Default restores only the current message in the current type.
Standard Pickup keeps your current wording. U-Fill and Dumpster Delivery talk about drop-off and collection, use the customer's delivery address, and do not send yard directions or lockbox codes. The delivery inspection asks customers to check the unit after drop-off, before they start filling it. The collection inspection asks them to leave the unit in place and keep truck access clear.
Confirmation, reminders, instructions, inspections, and their SMS switches are separate for each type. Timing, reviews, Contract Text, Payment Text, and booking rules are shared; the editor marks these clearly. At rollout, your existing automatic-message and SMS choices are copied into the new paths and existing specialty categories; later changes stay separate. Newly created specialty categories start with SMS off until you enable it.
Storage and specialty rentals
Storage messages explain delivery, placement, and container condition. Collection Preparation starts off because a monthly billing date is not a collection appointment. Arrange collection with the customer when they finish, then send the preparation message manually.
Under Other / Specialty, choose a suggested subcategory or enter a custom Category Label when setting up a listing. Suggestions include Totes, Moving Bins, Party Rentals, Tables & Chairs, Tents & Canopies, Bounce Houses, Photo Booths, Boats, Jet Skis, Kayaks & Canoes, Paddleboards, Bikes, Golf Carts, and Camping Gear. These choices are also visible in Workflow Settings before you add any units, so you can prepare messages first. Each listing Category Label gets a separate message set. All listings labeled Totes share the Totes messages; Party Rentals has its own. Capitalization and extra spaces do not create duplicate groups. Listings without a label use Uncategorized Other. New groups start with neutral wording that works for pickup or delivery; add the instructions for that rental type. These messages do not automatically send trailer lockbox codes.
Renaming a listing category moves its future sends to that category's messages. Saved message groups remain available, so review the new category before taking bookings.
The messages and when they fire
Each booking schedules these automatically once it's confirmed:
- Confirmation — sent right away when the booking is confirmed. Always sends. Includes the pickup location (or delivery address) and, only while the contract is unsigned, the link to sign the rental agreement. Once signed, confirmations omit the agreement link and the automatic signing text for every category.
- 24-Hour reminder — 24 hours before pickup. (Timing is fixed.)
- 1-Hour reminder — 60 minutes before pickup. (Timing is fixed.)
- Access codes — by default about 35 minutes before pickup. For contactless pickups it carries the lockbox/gate codes; for in-person pickups it carries a "your operator will meet you" note instead. You can adjust this from 15 to 40 minutes before pickup.
- Pre-Trip inspection — the pickup-day link to record the unit's condition before it moves.
- Return inspection — sent on the return day for the renter to document condition at return.
- Review request — after the return inspection (default 5 minutes after, adjustable up to 60).
For U-Fill and dumpster rentals, “pickup” timing means drop-off and “return” timing means collection. Storage reminders use the delivery date; a billing-period end does not schedule collection. Other / Specialty uses rental start and end times. These are scheduled reminders, not live driver arrival updates.
Adjust the editable timings under Message Timing in Workflow Settings. The 24-hour and 1-hour reminders are fixed.
How they reach the renter
Every workflow message lands in the renter's Patriot Hauls inbox automatically and as an email — no carrier fees and no setup in any outside platform. Replies sync back into that same inbox, so your whole conversation lives in one place.
If you've connected GoHighLevel, Quo, or Twilio under Settings → Integrations, you can also send any of these events as SMS through your own number using the Also Send As SMS toggles for the selected rental type or specialty category. All categories use the same connected integration routing; you do not need a new phone connection for each category. The provider must be enabled and its sending settings must allow the message.
Heads up: Don't rebuild these same automations inside GoHighLevel, Quo, or Twilio too — your renter would get messaged twice.
Customizing the wording
Under Message Content you can rewrite any message and preview exactly what the renter sees. Use the merge variables (like {{renter_first_name}}, {{unit_title}}, {{pickup_date}}) to personalize each one — tap a variable to drop it in. Reset to Default restores the platform wording.
Good to know: Patriot Hauls automatically attaches the personalized parts — pickup location, contract link, access codes, and inspection/review links — to each message at send time. Tap Preview to see the complete message your renter receives, including those added blocks.
Related
Still need help? Tap the Support button inside your dashboard.