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).
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 and the link to sign the rental agreement.
- 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).
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.
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.