7.14 How to Customize Email Templates

This is an article on how to set up the different types of email templates that the system sends.

Where can I find the email templates section?

Navigate to Settings > Car Rental > Emails highlighted in dark blue and orange in the picture below.

Email templates

 

 

Once you have clicked on “Emails” you will see multiple tabs for email templates. There are 6 different tabs on this “Emails” page: Settings, Confirmation, Quotes, Payment, Payment Requests, and Other.

Settings

This tab is where you can find the general settings for emails supported by your HQ system. From this section you can enable or disable emails overall.

You can hover over the “question mark” or tool tip to obtain more information about each setting. Click on the blue “Save” button to save the changes after you have finished.

Confirmation Email

Here, you can customize the email that the system will send out to your customers when they confirm their reservation.

 

You can also set the different language emails if you click on the different language tabs, highlighted in orange in the picture below.

Once you have finished, please make sure you click on the blue “Save” button to save the changes.

Quotes Email

Here, you can customize the email that the system will send to your customers when they do a quotation.

 

You can also set the different language emails if you click on the different language tabs, highlighted in orange in the picture below.

Once you have finished, please make sure you click on the blue “Save” button to save the changes.

 

Payments Email

Here, you can customize the email that the system will send to your customers if it is about payments. These include payment approved, rejected, refunds for additional total, and refunds for the security deposit (authorizations).

 

 

 

 

You can also set the different language emails if you click on the different language tabs, highlighted in orange in the picture below.

 

Once you have finished, please make sure you click on the blue “Save” button to save the changes.

Payment Requests Email

Here, you can customize the email that the system will send to your customers if it is about payment requests. Once you have finished, please make sure you click on the blue “Save” button to save the changes.

Other Emails

Here, you can customize the email that the system will send to your customers for miscellaneous items. These include after-sale emails, canceled reservations, contract emails, overbooking emails, return reminders, and additional charges availability.

After-Sale Email

You can set up the number of hours after the sale has been made to send your customer the after-sale email. There is also an option to disable sending this email of the reservation has an outstanding balance. You can read the full article here: After-Sale Emails.

Canceled Reservations

The system also comes with a feature to set up an email for when reservations are canceled. You can navigate to Settings > Car Rental > Emails > Others and scroll down to Email Settings. There you will find a field to set the subject and body of this email as shown in the image below.

You can enable the delivery of this email by scrolling at the bottom of the page to “Delivery Settings” section.

Reservation Updated by Customer Email

You can also receive an email if the reservation has been updated by the customer.

You can enable the delivery of this email by scrolling at the bottom of the page to “Delivery Settings” section.

Return Reminder Email

You can also send a return reminder to the renter.

It can be set to how many hours before the return time the email will be sent. The feature is called ‘Send Return Reminder x Hours Before the Return Date

You can enable the delivery of this email by scrolling at the bottom of the page to “Delivery Settings” section.

Once you have finished the setup,  please remember to select the blue “Save” button at the bottom left-hand corner of your screen.

You can check if the email was successfully sent. Read more about Emails Sent.

Multiple Languages Settings

You can also set up the different language emails if you click on the different language tabs, highlighted in orange in the picture below.
Click on the blue “Save” button to save the changes, after you have finished.

Customize Email Text with Variables

For each type of email template, you can use the variables located on the right side of the page. Each email type has its own set of variables that you can use.

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