Job Creation via Email (Email2Job)
Job Creation via Email allows you to automatically create new jobs and clients in GeoOp by sending an email to a specific GeoOp email address.
Purpose: This method is designed to be used as a job request tool. Each email sent will create 1 job within GeoOp. If the client doesnt exist yet then a new client will also be created.
Implementation: This feature requires web development skills. It is intended to be implemented by your IT or web development team. GeoOp Support cannot set this up on your behalf. It can be implemented by your team in a number of ways, for example you may add a form to your website that generates an email automatically when submitted, or you might have a google sheet that when filled in with details uses an automation tool such as Zapier to generate an email to GeoOp.
Setting Up Job Creation via Email (Email2Job)
To set up the Email2Job system, follow these steps:
Consult Your IT Team: Provide this information to your IT team to ensure they can implement the system according to your needs. Proper field and format control is crucial to ensure that GeoOp can correctly interpret the data.
Request Your Unique Email Address: Contact GeoOp Support to request your unique job creation email address. This address will be formatted as
xxxxxxxxxxxxx.job@geoop.com.Design Your Website Form: Create a form on your website using the supported fields listed below. Format each field in the email as
[FIELDNAME:VALUE]. For example,[STATUS:In-Progress].Error Handling: If an email fails to create a job, the account owner will receive a notification. It is your responsibility to troubleshoot any issues with your clients.
Case Sensitivity: The email key is case sensitive and must be formatted as
key.job@geoop.com.
Supported Fields for Job Creation via Email
The following fields are supported for job creation via email. Each field has specific format requirements:
Field Name | GeoOp Target Field | Required | Format/Details |
| Job Title | Yes |
|
| Booking Assignee |
| Staff ID (e.g., |
| Job Status |
| Must match the exact status in GeoOp (e.g., |
| Job Reference |
| Unique reference; auto-generated if left blank |
| Order Number |
|
|
| Booking Start (date) | Yes | Format: |
| Booking Start (hour) |
| Range: |
| Booking Start (min) |
| Range: |
| Booking End (date) |
| Format: |
| Booking End (hour) |
| Range: |
| Booking End (min) |
| Range: |
| Priority |
| Range: |
| Address 1 | Yes | Building number & street/road only |
| Address 2 |
|
|
| City |
|
|
| Job Description |
| Free text (e.g., job details, specific requirements) |
| First Name |
|
|
| Last Name | Yes* | *Either Last Name or Company is required |
| Company | Yes* | *Either Last Name or Company is required |
|
|
| |
| Physical Address 1 | Yes | Building number & street/road only |
| Physical Address 2 |
|
|
| Physical City |
|
|
| Phone |
|
|
| Mobile Number |
|
|
| Mobile Country Code |
| Numeric only, no spaces (e.g., |
| Fax |
|
|
| Website |
|
|
| Mailing Address 1 |
|
|
| Mailing Address 2 |
|
|
| Mailing City |
|
|
| Business Type |
|
|
| Notes |
|
|
We also have these other alternatives for creating Jobs outside of GeoOp
Job Creation via embedded Form (Form2Job), use a short code snippet on your website to insert a GeoOp Job Form. You can find out more about Form2Job in this article.
GeoOp API: You can use the GeoOp API to integrate job creation with your existing systems. This option requires web development expertise. You can find the GeoOp API documentation here.
Job Share Plus: You can provide select clients with limited access to your GeoOp account, allowing them to create jobs directly. This feature works similarly to how your staff members access the account. For more details, refer to our Job Share Plus article.
Sample Email Data
Below is an example of how to structure the email to create a job in GeoOp:
[REFNUM:JOB12345]
[STAFF:1026419]
[STATUS:In-Progress]
[TIMESTARTDATE:22 Nov 2012]
[TIMESTARTHOUR:12]
[TIMESTARTMIN:25]
[TIMEENDDATE:22 Nov 2012]
[TIMEENDHOUR:18]
[TIMEENDMIN:25]
[PRIORITY:2]
[TITLE:Email to Job1!]
[DESCRIPTION:A job and client created from an email]
[ADDRESS:123 Imaginary Street]
[SUBURB:Fake Valley]
[CITY:Fake City]
[CLIENT_FIRSTNAME:Jamie]
[CLIENT_LASTNAME:Bell]
[CLIENT_COMPANY:Jamie’s Plumbing Co]
[CLIENT_BUSINESSTYPE:Plumbers]
[CLIENT_EMAIL:jamie@fake.co.nz]
[CLIENT_ADDRESS:1 Tautari Street]
[CLIENT_SUBURB:Orakei]
[CLIENT_CITY:Auckland]
[CLIENT_PHONE:09 623 677]
[CLIENT_MOBILE:021 020 2020]
[CLIENT_CCODE:64]
[CLIENT_FAX:09 623 678]
[CLIENT_MADDRESS:PO box 1234]
[CLIENT_MSUBURB:Orakei]
[CLIENT_MCITY:Auckland]
[CLIENT_NOTES:these are notes]
[CLIENT_URL:www.jamieplumbing.co.nz]
By following these steps, you can set up and use the Email2Job feature to automate job creation in GeoOp. For additional assistance, please contact GeoOp Support.
FAQs about Email2Job
Do I need to include all of the available fields in every email?
No it is not required to include all of the fields when submitting a job through email2job. You only need to submit the minimum required fields which are Title, Timestartdate, Address, Client_lastname OR Client_company and Client_address.
When does Email2Job create a new client versuses adding a job to an existing client?
Email2Job matches existing clients based on First Name, Last Name and Company Name. Values submitted via email2job must match exactly with a client that already exists in GeoOp in order for the job to be created under an existing client. Note: If First Name, Last Name or Company Name is left blank, but the other fields match, then this will also work to create a job under an existing client. Any differences in any of these fields will result in a new client being created.
Can I update client details such as address via Email2Job?
It is not possible to update the details of an existing client via email 2 job, including the fields first name, last name, company name, email, phone, mobile or client address.
Why should I use Email2job over Form2job or the API?
Email2Job, Form2Job and the GeoOp API all offer the possibility of automatically creating Jobs in GeoOp from your website. The technical requirements for Email2Job implementation are much less than via the API which makes it easier to implement. Email2Job offers more flexibility than Form2Job as it has more fields available for when submitting a job. This means:
Feature | Implementation Effort | Data Flexibility |
Form2Job | Low | Low |
Email2Job | Medium | Medium |
GeoOp API | High | High |
Can I set up Email2Job from a form on my website?
Depending on your website and form set up, it could be possible to generate an email from the form you have implemented on your website. We recommend using a third party automation tool like Zapier.
First check that Zapier integrates with the tool you are using for your forms, some examples could be Typeform, Wix, Wordpress or other website or form builder that you have. Zapier accounts are free if you have less than 100 requests a month. Above 100 requests a month, you'll need a paid subscription which costs ~$30/month for 750 requests a month.
For example, if you choose the Email2Job option using Typeform and Zapier, here’s a step-by-step guide to get you started:
Create a New Zap in Zapier.
Set Up Your Trigger: Choose Typeform as the trigger app and select "New Form Submission" as the event.
Set Up Your Action: Choose Gmail (or your preferred email service) as the action app and select "Send Email" as the event.
Configure the Email: Paste the GeoOp email template into the body of the email in Zapier. Map each field from your Typeform submission to the corresponding field in the email template.
Test the Integration: Submit a test form to ensure that the job is created correctly in GeoOp.
This setup is relatively simple and allows you to automatically raise jobs in GeoOp based on customer submissions through your website. If you need further assistance with setting up this integration, GeoOp Support is here to help.
Troubleshooting Email2Job
Why are jobs not populating into GeoOp when I am sending emails?
This could be for a number of reasons. Please try the below troubleshooting tips.
Check that the formatting of your email exactly matches the example formatting mentioned in this article. This includes the layout, as well as how individual data is formatted as per the 'Format/Details' column. For example, if you dont input the date in the right format, the email may fail. To test this, we recommend copying our example and sending this as a test job. If this comes through, then your data is not in the right format.
Check that the email address you are sending the email to is correct and all in lower case. You can double check your unique email address with our support team if required.
Other Job Creation Options in GeoOp
In GeoOp, you have several options for creating jobs beyond manual entry. These options include automating job creation through email, known as Email2Job. Below are the steps and important details for setting up and using these features effectively.
We also have these other alternatives for creating Jobs outside of GeoOp
Job Creation via embedded Form (Form2Job), use a short code snippet on your website to insert a GeoOp Job Form. You can find out more about Form2Job in this article.
GeoOp API: You can use the GeoOp API to integrate job creation with your existing systems. This option requires web development expertise. You can find the GeoOp API documentation here.
Job Share Plus: You can provide select clients with limited access to your GeoOp account, allowing them to create jobs directly. This feature works similarly to how your staff members access the account. For more details, refer to our Job Share Plus article.