Online Check In Reminder
Purpose
The Online Check In Reminder allows you to send your customers an email containing a link to the Online Check In page. This can be configured to automatically send an email to your customers a certain number of days before their pick up. From here your customers can enter their details including securely storing credit card details, as well as signing the agreement electronically.
Setup Check In Reminders
To access the Online Check In Reminder template go to System Setup >> Manage System Emails.
From the "Bookings - All Other Emails" section, select Email Online Check In Reminder (may also be called Pre Check In)
This will open the Check-in Reminder settings page. From here you can set the email related settings for the Check-in Reminder as described in the section below.
Edit the Check in Reminder template
On the Check in Reminders template editor page you can change some basic email settings, as well as change the text that will appear in the email reminder.
Fields
Field | Value |
Template to Update | This will be auto populated with: Email Check-in Reminder |
Location | When set to 'Default' it will apply to all locations. If it is to be location specific, you will need to create a template for each location. |
| Currently Active | Select 'Yes' if you want this function to be active (No will disable the pre check-in function) |
Exclusions | This feature allows you to stop these Check-In emails from being sent if the booking has a field with a selected value. These fields include:
See below for more information. |
Email Subject | The Subject line for the email the customer will receive. |
Mail From | The address the email will be sent from. |
Email Copy to | Select if you want a copy of the email sent to the From address. Add any additional email addresses you want to send a copy to. |
No. Days Before Pickup | The number of days before pickup that you want the check-in email sent. If this is set to a negative number, the email will not auto send and you can manually send the email. |
Minimum Days Hire | Set a minimum days hire if required- the email will only be sent if the number of days hire is larger than the minimum. |
Email Text area | Enter the text for the emai. Note: you can format the text using the formatting options provided. If you are skilled in HTML you can click on the 'Source' button to enter any HTML tags. Note that you should NOT paste content in here from a formatted document such as Word. |
Our recommendation is to have this template as active. We also suggest that you set the 'No of Days before pickup' as -1 and send a test manual email and complete the procedure to make sure it is functioning as required. Once you are happy that all is working correctly, you can set the 'No of Days before pickup' to the required number to enable the emails to be automatically generated and sent.
Exclusions
This feature allows you to exclude certain fields, so that these emails will not automatically send for bookings with specified details. For example, you can use this if you do not want Online Check-In Reminder emails sent for bookings against a certain vehicle category. Exclusions can be set for the following four fields: Locations, Categories, Brands or Rental Sources.
To use this functionality, select the desired field and a list of all the records set up in your system will display. Then simply select the options you wish to exclude, for example all Brisbane Location options.
Sending a Manual Check-In Reminder
A manual Check-In Reminder can be sent using the button on the Booking Details screen indicated below.
What the Customer sees
The image below shows what the recipient will see when they receive a Check-in Reminder.
Important Articles
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