3.1 Email Templates

The Email Templates feature allows you to create templates various types of emails that the system can automatically send, or that you can manually send from the reservation screen. These include reservation attempts, quotes, reservation notifications for internal users, and reservation notifications for customers. You can also use this feature to send follow up emails or to handle emails you may need to send during pickup or return of a rental.

For information on global system email settings please go to the Emails section of this General Car Rental Settings article.

Types of Email Templates

Before setting up any email template, it is important to understand the different types of email templates available which are as follows:

Reservation Attempt – This is an automatic email that is sent to the customer’s email address who did not or was not able to finish the reservation process.

Quote – This is an automatic email that is sent to customer’s email address who used the ‘Send Quotation’ button.

Reservations (Internal) – This is an automatic email that is sent  to the user that created/changed/completed the booking.

Reservations (Customer) – This is an automatic email that is sent  to the customer of the reservation.

Reservations Internal (Manual Trigger) – This one works like Reservations  (Internal), but it will not be sent automatically instead you will have an ‘Email Templates’ button available in the reservation process to manually send the email.

Reservations Customer (Manual Trigger) – This one works like Reservations (Customer), but it will not be sent automatically instead you will have an ‘Email Templates’ button available in the reservation process to manually send the email.

Vehicles – This one can be used to setup Vehicle Alerts Emails, for more information on how these can be set up please go to this article.

How can I create a new template?

Navigate to settings > Car Rental > Email Templates

Next, click on the blue “New Template” button located on the top right of the previous screen, highlighted in orange in the picture below.

 

Next, select the Item Type for your email. Please note that the settings available will vary per Item Type. Let’s go through each Item Type.

Reservation Attempts & Quotes

For this type of template you have the following settings available.

  • Label – Your label/name for this vehicle alert email.
  • Send as SMS – Allows the template to be sent via SMS rather than email.
  • Hour to Send – This is the specific time you would like for this email to be sent.
  • Days to Skip – If you have existing reservation attempts
  • Send After x Days – The email will be sent after the number of days indicated here.
  • CC Emails – You can add email addresses here separated by commas (,).
  • Repeat Every x Days – The email will be sent repeatedly after the number of days indicated here.
  • Active – You have the option to activate or deactivate this email.
  • CC Emails – You can add multiple email addresses here separated by commas (,) to send a copy to.
  • Subject – Set here the subject on the email
  • Content -In this area add the content of your email. You can use the same parser variables as of the rental agreement. These variables will draw the data from the particular reservation itself. Please type ${and a drop-down will appear with the variables available.

Reservations Internal & Reservations Customer

For this type of template you have the following settings available.

  • Label – Your label/name for this vehicle alert email.
  • Send as SMS – Allows the template to be sent via SMS rather than email.
  • Send Before x Hours (Pickup) – This allows you to set for the system to automatically send the email x hours prior to the scheduled reservation pickup.
  • Send After x Hours (Pickup) – This allows you to set for the system to automatically send the email x hours after the scheduled reservation pickup.
  • Send Before x Hours (Return) – This allows you to set for the system to automatically send the email x hours prior to the scheduled reservation return.
  • Send After x Hours (Return) – This allows you to set for the system to automatically send the email x hours after the scheduled reservation return.
  • Excluded Statuses – Select here the reservation statuses that you would like to exclude from receiving the notification.
  • Resend Email if Reservation is Extended  – Set this to “Yes” if you would like for the email to be sent once again when the reservation is extended.
  • Send After x Days – The email will be sent after the number of days indicated here.
  • Hour to Send – This is the specific time you would like for this email to be sent.
  • Days to Skip – If you have existing Reservations that meet the criteria to receive this notification, then the system will send it to those that were created within the past x days from the day that you created/updated the email template.
  • CC Emails – You can add multiple email addresses here separated by commas (,) to send a copy to.
  • Repeat Every x Days – The email will be sent repeatedly after the number of days indicated here.
  • Active – You have the option to activate or deactivate this email.
  • CC Emails – Set here the emails that you would like to send a carbon copy to.
  • Subject – Set here the subject on the email
  • Content – In this area add the content of your email. You can use the same parser variables as of the rental agreement. These variables will draw the data from the particular reservation itself. Please type ${and a drop-down will appear with the variables available.

Reservations Internal Manual Trigger & Reservations Customer Manual Trigger

  • Label – Your label/name for this vehicle alert email.
  • Send as SMS – Allows the template to be sent via SMS rather than email.
  • Branch – If you would like for this notification to only be available when the reservation belongs to a specific branch, then select the branch here.
  • Vehicle Class – If you would like for this notification to only be available when the reservation is for a certain vehicle class, then select the class here.
  • Repeat Every x Days – The email will be sent repeatedly after the number of days indicated here.
  • Active – You have the option to activate or deactivate this email.
  • CC Emails – You can add multiple email addresses here separated by commas (,) to send a copy to.
  • Active – You have the option to activate or deactivate this email.
  • CC Emails – Set here the emails that you would like to send a carbon copy to.
  • Subject – Set here the subject on the email
  • Content – In this area add the content of your email. You can use the same parser variables as of the rental agreement. These variables will draw the data from the particular reservation itself. Please type ${and a drop-down will appear with the variables available.

Vehicles

  • Label – Your label/name for this vehicle alert email.
  • Send as SMS – Allows the template to be sent via SMS rather than email.
  • Excluded Vehicle Statuses – Select here the statuses that this notification would not apply to.
  • Send After x Days – Set here the number of days that the vehicles have to be in the status not excluded for the notification to be sent.
  • Hour to Send – This is the specific time you would like for this email to be sent.
  • Repeat Every x Days – The email will be sent repeatedly after the number of days indicated here.
  • Active – You have the option to activate or deactivate this email.
  • CC Emails – You can add multiple email addresses here separated by commas (,) to send a copy to.
  • Subject – Set here the subject on the email
  • Content – In this area add the content of your email. You can use the same parser variables as of the rental agreement. These variables will draw the data from the particular reservation itself. Please type ${and a drop-down will appear with the variables available.

NOTE – For the automatic templates the system will send them every hour unless you set the settings based on your preferences.

Once you have set up your email template, scroll down and press Save to apply the changes.

Where can I manually trigger an Email Template?

When you set up an email template that has the option to be manually triggered, you will see the Email Templates button on both the Web application and the Mobile App from a specific reservation as shown in the images below.

From the HQ Rental Software you have the option to edit content and mail to information before sending the email. From the mobile app you can quickly tap send and your notification will be on its way!

How to send as SMS?

On the Edit Template window you will see the option to Send As SMS set it to “Yes”. Next, set the Item Type to “Reservations (Customer)”. This way, it will be sent automatically to the customer’s mobile number as SMS. Also, set the Active? option to “Yes”.

Under Content section you can fill out the following details.

  • Target Number – a phone number that you wish to send a copy of the text message to. If you only wish to send the message to the corresponding user or customer, then you may leave this field blank.
  • Text Message Content

Input the message under the Content field and click “Save” to apply the changes.

For information on how to see all SMS sent to customers go to this article.

How to create an email template to send images taken at the pickup or return step?

First, click on the blue “Add New Email Template” button located on the top right side of the page.

A new window will appear, in this chart, you will have to choose as “Item Type” the option Reservations Customer (Manual Trigger) or Reservations Internal (Manual Trigger) and fill in the other fields as needed. Choose the type of notification that best applies to your needs. The option must contain Manual Trigger, so that you can manually trigger it from the mobile app.

 

Then, please set the email content as needed and within it, in order to attach the image taken, please include the following variables depending on the intention of the email template, if they are mean for the pickup or return images.

Please notice that you will have to create an email per each case correspondingly, these variables can not match within the same email.

You will note that there are multiple pickup/return image variables containing a number. This number refers to the size of the images.

How to send email templates from the mobile application?

Once you have completed your email templates you will see them available on the mobile app. Navigate to a reservation on the mobile app and you will see the Email Templates button avaiable on the reservation menu.

When you tap on Email Templates you will see a button available to send each email that was setup. In this case, the option is “Send Pickup Images Email”.

 

How to delete a template?

Click on the template that you would like to delete. Next, scroll down and click the red “Delete” button on the bottom left of the window and confirm.

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