Rental Car Manager

Automation - Automating tasks in RCM

Purpose

You can automatically send emails, web requests (webhooks) or notifications after pre-defined events are triggered in RCM and the API's.  For example, when a vehicle is returned, you may want to automatically send an email to the hirer to complete a survey, or trigger a third-party application like Trustpilot or Survey Monkey.

Please be aware that the set-up of the web request option of this feature requires knowledge of web development.  If you need assistance with the set-up then please contact support@rentalcarmanager.com.

Accessing Automation

To access Automation, go to -  System Setup>Automation 

Triggers

Actions and tasks are run when triggered by an event.  Available events are:
  1. RCM: Quote created
  2. RCM: Quote converted to booking by hirer
  3. RCM: Booking created
  4. RCM: Booking updated
  5. RCM: Booking hired
  6. RCM Booking returned
  7. RCM Booking cancelled
  8. API: Quote created
  9. API: Quote converted
  10. API: Booking created
  11. API: Booking updated
  12. Agent API: Quote created
  13. Agent API: Quote converted
  14. Agent API: Booking created (triggered when a booking is created by either the API or the agent portal)
  15. Agent API: Booking cancelled

Tasks

Tasks define what actions will be run when an event is triggered.  You can create multiple tasks for each event.

Creating a new task

Click the Create Task button to create a new task.


The form will appear with different fields depending on what Action is selected - Email, Web request or Notification.  



Please see below for examples of all actions. 

Field descriptions:

  1. Trigger - Select the event that will trigger this task
  2. Action - Either Email or Web Request
  3. Active - Only active tasks will be run when an event is triggered.  You can however choose to run inactive tasks for testing purposes before you make a task active
  4. Delay - Enter the number of days that the task is delayed after the event has been triggered.  For example, to send an email 2 days after a vehicle has been returned, enter 2 in this field.
  5. Conditions - Select/Enter any conditions for the task
For emails:

Field
Description
Required
From Address
Enter the address that the email is coming from.  This value is used to determine which mail server settings will be used to send the message.  You can also use a place-holder by clicking Insert Data Field and selecting Location -> Email or Company -> Email
Yes
Recipients
A single email address or a comma separated list of email addresses.  To send to the hirer, select the place-holder Hirer -> Email Address from the Insert Data Field pop-up.
Yes
Subject
Enter the text for the subject.  You can also use booking details by selecting a data place-holder from the Insert Data Field pop-up.
Yes
Template
Template - this is the template for the body of the email.  You can insert as many place-holders as required from the Data Field drop-down box.  The place-holders will be converted to data from the booking before the email is sent.
No

For web requests:

Field
Description
Required
Url
Url of the request including the scheme (http/https), domain and port (if applicable)
Yes
Query String Template
An optional template that will be used to create the query string of the request.  You can also use booking details by selecting a data place-holder from the Insert Data Field pop-up.  Don't include the ? at the beginning as this will be done when the request is generated.
No
Http Method
Select either GET or POST
Yes
Headers
 A json array of headers to be added to the request.  This can be used for both GET and POST requests.  This text must be in the format:

[{"name": "header1", "value": "header1value"},{"name": "header2", "value": "header2value"}, ...]
No
Content Type
(Http POST method only)
Content type of the request being sent.  Available options are:
  1. JSON
  2. XML
  3. Form Data
  4. Plain Text
Yes (if Http Method is POST)
Template
Template to use for the request content.  Booking data fields can be used by inserting place-holders using the Data Fields drop-down list.

All booking data can be sent in the request body by inserting this place-holder: *{bookinginfo}*
When the request is generated, the place-holder will be replaced with the output from the bookinginfo method of the Post Booking API.  The content type will be set to "application/json".
Yes (if Http Method is POST)
For notifications:

Field
Description
Required
Subject
Enter the text for the subject.  You can also use booking details by selecting a data place-holder from the Insert Data Field pop-up.
Yes
Message
Template - this is the template for the body of the email.  You can insert as many place-holders as required from the Data Field drop-down box.  The place-holders will be converted to data from the booking before the email is sent.
Yes
Send To
Select a group of users, or individual users, to send the notification to.

Examples

Task with Email action:





Task with Web Request action using POST method:




Task with Web Request action using POST method and sending the booking information in the request body:
‚Äč



Task with Notification action:



Testing an event / trigger group

You can test the tasks at any time by clicking on the "Test" button next to an event group:




You can choose to include the inactive tasks if you want to test them before making them active.  You will be prompted for a booking reference to run the test.  We suggest that you select / create a test booking so that email tasks aren't sent to real customers.




History

Click on the History / Logs tab to view a history of tasks that have been run.  By default, records from the last 7 days are shown, with most recent first.
Logs records are kept for 30 days.





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