The Email Templates feature allows you to create 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.
Before setting up any email template, it is important to understand the different types of email templates available.
Each email type is sent to a specific user depending on the type of email template.
Below is an overview showing the basic email templates, their delivery types, what triggers them, and to whom each email is sent by default.
| Email Template Type | Delivery Type | Trigger | Sent to? |
|---|---|---|---|
| Reservation Attempt | Automatic | Incomplete reservation process | Customer’s email address |
| Quote | Automatic | Variables set from the email template settings | Customer’s email address |
| Reservations (Internal) | Automatic | Variables set from the email template settings | HQ Users that created/updated/completed the reservation |
email address set in the HQ user profile | | Reservations (Customer) | Automatic | Variables set from the email template settings | Customer’s email address | | Reservations Internal (Manual Trigger) | Manual | Email Templates Button in the Reservation Process | Recipient can be edited in the send email modal | | Reservations Customer (Manual Trigger) | Manual | Email Templates Button in the Reservation Process | Customer’s email address Recipient can be edited in the send email modal | | Vehicles | Automatic | Vehicle statuses | Recipients set in email template settings. |
Navigate to Settings → Car Rental → Email Templates
Next, click the blue “Add Email Template” button on the top right of the previous screen, highlighted in red in the picture below.
