Email Templates within RCM - Overview
Purpose
RCM provides easy to use templates for all your customer facing documents and emails.
This article describes the different Email templates available in RCM.
For information on how to use the template editor - please view this article: The Template Editor
Once the templates are created, RCM will generate documents based on the templates and these can be automatically or manually emailed to your customer as part of the booking process.
Different templates are available for bookings manually created within RCM and for bookings that come in over your website.
Accessing the Email Templates
The emails templates are accessed via System Setup >> Manage System Emails.
Click on the template type you wish to create/update.
Templates for the following documents are available in RCM.
Custom Templates
Custom Templates can be created for all regular correspondence that you may send your customers.
This could include:
- Further pickup or drop-off information
- Payment declined notifications
- Damage quotes
- Additional tourist information for destinations
These emails are sent from the Documents "Email" section of the Booking Details page.
Quotations and Confirmations within RCM
Email Agent Confirmation Template
This is the email that is sent to an agent when an agent booking is made in RCM.
Email Confirmation and Email Quotation
These emails are sent when a booking or Quote is created in RCM.
Email Quotation Acceptance
This is manually sent to the customer from the Release Quotation screen when a quote is accepted.
These emails are sent from the Documents "Email" section and "Agent Documents and Emails" section of the Booking Details page. Note that the Agent Document and Email section is only visible when there is an agent against a booking.
Web/Agent Bookings - Quotations and Confirmations
These emails are automatically sent to the customer when a booking/quote is made online.
Email Free Sale - Online
This is the standard confirmation email for when a booking has been successfully accepted online. It is sent automatically.
Email On Request- Online
This email is sent when an On Request booking is made online, e.g. a booking against a category that is flagged 'Might be Available' - It is sent automatically.
Email Quotation - Online
This one is sent when a Quotation is made online - It is sent automatically.
Declined and Cancelled Bookings
These templates are used to manage your cancellations, deferrals and declined bookings.
Email Cancellation
This email is sent when a customer cancels a booking prior to the pickup date - it is manually sent from the Booking Summary Documents section or Booking Documents page.
Email Declined Letter
This email is sent when you have to decline an "On Request" booking, usually due to a vehicle not being available during the desired date range. This email can be manually sent after clicking on the "Decline" button on the "On Request Bookings" screen, by selecting "Email Decline Letter".
Email Deferred Booking Cancellation
This template was designed to handle bookings that need to be deferred due to unforeseen Covid19 restrictions.
Please see this article on information on how to defer a booking due to Covid19.
Email Quotation Decline
This email is sent when a quotation is cancelled - generally due to a vehicle not being available during the desired date range.
These emails are sent from the Documents "Email" section of the Booking Details.
Email Agreements
E-Signature Company Notification
This email is sent to the company once the customer has E-signed the Rental Agreement.
Email Agreement
This is the email that is manually sent from the Booking Documents section of the Booking Details page.
Email Agreement for E-Signature
The email that is sent out to invite the customer to electronically sign the rental agreement.
Email Agreement For E-Signature (Additional Driver)
This is the email that is sent to any additional drivers on a booking inviting them to electronically sign the Rental Agreement
Email Agreement Online Check-In
This email can be configured to automatically send to the customer upon completion of the Online Check-In
These emails are sent from the Documents "Email" section of the Booking Details.
Invoices
Email Invoice -Agent
This is the standard Invoice that is sent to the Agent.
Email Invoice - Customer
This is the standard Invoice that is sent to the Customer.
These emails are sent from the Documents "Email" section and "Agent Documents and Emails" section of the Booking Details.
Bookings - All Other Emails
Email Company after customer completes credit card entry
This email is sent automatically to the Rental Car Company when a customer completes the Credit Card Entry via the CC link.
Email Credit Card Link
This email can be sent to a customer who does not have a credit card against the booking. The Customer is able to click on a link to enter the CC details .
Email Infringement Notice
This email can be manually sent to customers when they have an infringement recorded against their vehicle - tolls, speeding tickets etc.
Email Online Check-in Reminder
This email is sent when you want a customer to check in prior to arrival. It contains a link to the Online Check-in page and can be configured to send automatically - please see the Online Check In Reminder article for full details.
Email Thank You Letter
Allows you to send an automated Thank You email when a booking is updated to a Returned Status.
Note that this is not a standard function within your RCM system and may not appear in your template list. If you would like more information on this function contact RCM Support - support@rentalcarmanager.com
Toll Road Customer Letter
This email sends out the standard letter for any tolls owing for the hire vehicle.
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