How to Create and Assign a Job by Email
This guide explains how to quickly create a job in Hellotracks by sending an email and how to control who the job is assigned to, either automatically or manually.
Step 1: Send your job details to the dedicated Hellotracks email address: job@mail.hellotracks.com.
- The Subject line of your email will become the Job Title (if you don't specify one in the body).
- The entire body (content) of your email will be attached to the new Job as a description.
⚠️ Important Note: The email must be sent from a verified email address, or the verified address needs to be Cc-ed. You can verify your email address in your profile settings.
Step 2: To set job details and assign a worker, type in the field name, followed by a colon and the information, on separate lines in the email body:
| Field to Include | Description |
| Title: | Job Title (If not included, the email subject is used.) |
| Address: | The location of the job. Hellotracks automatically finds the coordinates. |
| Priority: | Set the job's importance (e.g., High, Medium, Low). |
| Contact Name: | The name of the customer or site contact. |
| Contact Phone: | The contact's phone number. |
| Team: | Assign the job to a specific team. |
| Assignee: | The name of the specific worker you want to assign the job to. |
| Auto-assign: | Uses the system's logic to find the best available worker for the job. |
Tip: All fields supported in the Excel/CSV import are also supported via email. You can view or download the full template in the guide: How to Import Jobs.
Step 3: You can choose to assign the job automatically or manually based on what you include in your email.
When you include an assignment field, the system processes it as follows:
| If you set... | What happens in Hellotracks |
| Assignee: [Worker Name] | The job is immediately assigned to that specific worker. |
| Auto-assign: Yes | The job is immediately assigned to the best available worker based on system logic (location, skills, expertise, etc.). |
| Assignee: [Worker Name] AND Auto-assign: Yes | The specific Assignee field takes priority. |
| Neither field is set | The job is created in the system as unassigned. |
If you do not include an Assignee or set Auto-assign, the job will be created as unassigned. An Administrator or Dispatcher must then manually assign it.
- Go to the Dispatch section.
- Find the newly created, unassigned job.
- Assign the job to a suitable team member.
To learn more on how to assign an unassigned job, check out our guide on How To Find Assignee.