Overview
Billing leads this time, with a batch of improvements already live: refund notifications, recurring discounts limited to specific products, a grace period for a single invoice, CSV uploads in Mass Payments, and pre-authorized debit through Stripe. In checkout, you can now edit your checkout and client portal copy yourself, and customers can compare TV channel lineups side by side. New workflows will start disabled so you decide when each one goes live, and one email header and footer covers all your communications. This is a preview of what is coming so you can prepare.
Accounts
Use account custom fields as global merge tags: Expected: Releasing October 19th
Account custom fields can now be used everywhere merge tags are used, including communication templates.
For more details, check out this article: Merge Tags
Search on custom fields: Expected: Coming soon
Custom field values on accounts, businesses, and addresses will become searchable, so you will be able to find an account by a value such as its Circuit ID from universal search.
Move a sub-account to a different parent: Expected: Coming soon
You will soon be able to reassign a sub-account to another parent account directly, without raising a support request.
Start workflows from more contract events: Expected: Coming soon
New contract events will let you build workflows around a contract being signed or expiring.
Analytics
All reports becomes My reports in Custom reports: Expected: Releasing October 19th
The Custom reports tab previously called All reports is now My reports. It lists the folders and reports you own, while reports made by others stay on the Shared with me tab, so the name now matches what you see. Folders and reports also list A to Z now.
Sort custom reports by Name or Last updated: Expected: Releasing October 19th
Click the Name or Last updated column header to re-sort the My reports tab, the Shared with me tab and folder pages. Name toggles between A to Z and Z to A, and Last updated starts with the newest first. Folders always stay above reports.
Billing
Notify customers when a refund goes through: Released
You can now send an email or SMS whenever a refund succeeds. Turn on the new Payment refunded communication to start sending it.
Limit recurring discounts to specific products: Released
You can now set a recurring discount to apply only to certain products on the invoice, instead of the whole invoice. For example, you can take 10% off the internet service and leave everything else at full price.
Count only invoices that are past the overdue period toward delinquency: Released
A new delinquency setting, Only count invoices that are past the delinquency period, changes when an account becomes delinquent. With it on, only invoices that have been overdue for the full overdue period count toward the delinquency minimum. Before, the account's whole balance counted as soon as any invoice was overdue.
Upload a CSV of payments in Mass Payments: Released
You can now upload a CSV in Mass Payments instead of entering each payment one at a time. You can match payments by Account ID or by invoice number. If a row has both, gaiia applies the payment to that invoice.
For more details on mass payments, check out this article: Using Mass Payment Entry
Give a single invoice a grace period: Released
You can now give an individual invoice a grace period, which delays when it becomes overdue. This holds off late fees and keeps the invoice from counting toward delinquency in the meantime.
Only users whose role has the Accounts > Billing > Invoices > Apply invoice grace periods permission can apply a grace period.
Accept pre-authorized debit payments through Stripe: Released
Canadian customers can now pay by pre-authorized debit (PAD) through Stripe.
Add one-time discounts directly on an account: Released
You can now apply a one-time discount directly on an account, instead of creating a product or fee for it. You can set up one-time credits once and select them when you need them.
Change billing settings before an account is activated: Released
You can now update an account's billing settings before activation, so the account starts with the right ones. The billing day is the only setting you still can't change before activation.
Checkout
Edit your checkout and client portal copy: Released
You can now edit the copy in your checkout and client portal yourself, from Content management in gaiia, and review each change before it goes live.
For more details, check out this article: Editing your checkout and client portal copy
Only users whose role has the Settings > Content management > Content > Edit permission can edit copy.
Compare channel lineups across TV packages: Expected: Releasing October 19th
Customers can now view every TV package's channel lineup in one side panel and compare them, instead of opening and closing the lineup for each package and comparing one at a time.
Add information panels to checkout: Expected: Coming soon
You will soon be able to add information panels to checkout to answer questions like "What speed is right for me?" or "How many mesh extenders do I need?" Customers will open a panel from a link on the page and close it without losing their progress.
Add value propositions to plan screens: Expected: Coming soon
You will soon be able to show benefits that apply to every plan on a plan screen, like free installation or no contracts, in one row above the plans. Each value proposition will have an icon and a short title.
Client Portal
See what each sub-account owes in the client portal: Released
A parent commercial account can now see the balance due for each sub-account on the client portal's Sub-accounts page.
This feature is turned on by the gaiia team. Contact support@gaiia.com to have it enabled.
Communications
One header and footer across all communications: Expected: Releasing October 19th
You can now set an email header and footer once and have them apply across your communications, instead of maintaining the same blocks in every template.
Reply addresses checked when you save them: Expected: Releasing October 19th
A ticket mailbox reply address is now verified against your email provider when you save it, so a mistyped or unverified address is caught during setup rather than on a failed send.
Send regulatory notices by mail: Expected: Coming soon
A physical mail channel will let you send notices that must go out on paper from gaiia, alongside your email communications.
Conversations
Conversations on mobile: Expected: Releasing October 19th
The Conversations tab on an account now fits tablet and phone-sized screens, so you can read and send SMS from your phone without panels getting cut off.
Projects
Start a workflow when a project's status changes: Expected: Releasing October 19th
A new project.status_updated event carries the previous status, the new status, the project type, and the linked record. A project moving forward can now drive the status of the network site or account it is linked to.
Set a project's status through the API: Expected: Releasing October 19th
Project custom status now joins the project fields that can be set and updated through the API.
Change a project's type after it's created: Expected: Coming soon
You will soon be able to set or change the type on an existing project, rather than having to recreate it with the right type.
Create project tickets in phases: Expected: Coming soon
Project templates will be able to create their tickets in phases, so a ticket is not created until it is ready to be assigned and worked on.
Tickets
Image details captured on upload: Expected: Releasing October 19th
Photos attached to tickets now keep their capture metadata, so details like when and where a photo was taken are available alongside the image.
Merge tickets from different customers in bulk: Expected: Coming soon
When the tickets you select belong to different customers, bulk merge will offer the same merge-anyway option as a single merge, keeping the parent ticket's contact details instead of blocking the merge.
Get notified when a ticket is assigned to your team: Expected: Coming soon
You will soon be able to get a notification when a ticket is assigned to a team you belong to, with settings to control these notifications.
Search dropdown lists in ticket forms: Expected: Coming soon
You will soon be able to search a dropdown list when filling out a ticket form.
For more details on ticket forms, check out this article: Forms on Tickets
Workflows
Browse the full workflow template library: Expected: Releasing October 19th
You can now browse the full workflow template library and create a new workflow straight from any template. The template picker also now filters to templates relevant to your connected integrations, and the library is mobile-friendly.
For more details, check out this article: Workflow Template Library
New workflows start disabled: Expected: Releasing October 19th
New workflows are now disabled when they are created, and publishing gives you the option to keep a workflow disabled. This gives you better visibility and control over which workflows are live. A disabled workflow can still be test-run, and you can enable it later from the workflow menu once it has a published version.
UTC in the Schedule trigger timezone list: Expected: Releasing October 19th
You can now pick UTC from the Schedule trigger's timezone dropdown.
Product tags in product availability workflows: Expected: Releasing October 19th
The product availability workflow input now includes each product's tags, with the tag ID, value and definition key, so a workflow can make decisions based on them.
Products kept on an account through a grandfathered version don't include tags yet.
Workforce
Self-serve rescheduling in the client portal: Released
Customers can reschedule their own appointments in the client portal. A new article walks you through setting it up.
For more details, check out this article: Rescheduling appointments in the client portal
Choose which roles can edit a work order's work type: Expected: Releasing October 19th
Editing a work order's work type in the Field Service Technician App is now a role permission you manage in Role Permissions. Before, it was a single setting for your whole organization that gaiia had to turn on for you.
For more details, check out this article: Changing a Work Type on a Work Order
Start a technician's shift automatically: Expected: Releasing October 19th
A technician's shift can now start automatically, along with GPS tracking, as soon as they start their first job. Tracking no longer depends on the technician remembering to clock in. Turn it on in Workforce > Settings > Field service app.
See work orders on an address: Expected: Coming soon
When you open an address, a new Work orders tab, similar to the Accounts tab, will list all of its past work orders. Work orders created after the release will be linked to an address in gaiia, and a new address will be created when none exists.
How we use these release notes
These notes represent a projection of upcoming changes over the next few weeks. Timelines may vary, and details may evolve. We may also update this article with additional information once features are fully released. Note that we only share changes that have a visible impact on the platform — many more improvements ship behind the scenes without appearing in the release notes, whether to stability, performance (such as loading times), or security.