Automate Subcontractor Emails for Inspection Add-Ons - Hive Inspect

In the dashboard: Business Tools → Services & Fees, then Automations

If you send work to a subcontractor for termite, septic, radon or any other add-on, Hive Inspect can email them the moment an inspection carrying that add-on is booked. Set it up once per subcontractor and you never have to forward another job by hand. The same automation can tell them when a job moves or gets cancelled.

Automating subcontractor emails

How the matching works

The automation does not look at which subcontractor you picked. It looks at the text of the service or add-on name on the inspection. So the name you give the add-on is what connects the job to the right subcontractor, and it has to contain something unique to that company. Give one subcontractor’s add-on a name like “XYZ Termite Inspection” and another’s “ABC Termite Inspection”, then build one automation per company that fires on that company’s text.

Set it up

1

Name your subcontractor add-ons

Go to Business Tools → Services & Fees and click Edit on the service you want, for example Duplex
Under Service Add-Ons, name each subcontractor’s add-on so it contains that company’s name
Two subcontractors covering the same work get two separate add-ons, such as XYZ Termite Inspection and ABC Termite Inspection

Service Add-Ons list showing XYZ Termite Inspection and ABC Termite Inspection

2

Start the automation and set the trigger

Go to Automations and click Create
Set Event Type to Inspection Scheduled
Give it a name you will recognise later, such as “xyz - inspection scheduled”
Set Channel to Email and Delay to 0 hours so it sends as soon as the inspection is confirmed
Leave Services empty, which applies the automation to every service that carries the add-on, and leave Contact Tag Filter on No filter

Create Automation form with the trigger, channel and delay set

3

Filter on the add-on name

In Service or Add-on Name Filter, type the text that identifies this subcontractor, for example xyz
The match is case-insensitive and checks both the main service name and its add-ons
Add more text entries here if several of your services carry that company’s name

Service or Add-on Name Filter containing the text xyz

4

Choose who receives it

Under Recipient, select Specific email address
Enter your subcontractor’s address, for example admin@xyz.com

Recipient set to a specific email address

5

Write the message

Fill in the Subject and Message Body with whatever the subcontractor needs to see
Click Create automation

Message Content with a subject and body

6

Duplicate it for rescheduled and cancelled

On the automation you just made, click Duplicate
Change Event Type to Inspection Rescheduled, update the message body, and re-select the recipient email address
Repeat once more for Inspection Cancelled

Duplicated automation with the Event Type dropdown open

Re-select the recipient address after duplicating. Duplicating carries over the trigger and the message, but the specific email address needs setting again.

Once all three automations exist, nothing else is required. Every inspection that carries that add-on emails the right subcontractor as it is booked, moved or cancelled.

Next step

Automated emails and textsConfirmations, reminders and report delivery, sent for you4:24

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Last modified on September 7, 2026