Email & Page Template Placeholders

Placeholder

Description

[BookingStart]

Booking/Reservation start date & time

[BookingEnd]

Booking/Reservation end date & time

[BookingSpan]

Easily readable span of booking
Examples:
Current day - "today, 09:00 am to 12:00 pm"
Current day, multiple day length - "today, 09:00 am to 18/06/2020 12:00 pm"
Future day - "18/06/2020, 09:00 am to 12:00 pm"
Future day, multiple day length - "16/06/2020, 09:00 am to 18/06/2020 12:00 pm"

[BookingNumber]

Booking unique number

[Vehicle]

Readable description of vehicle - "Make Model Bodytype (Colour)"
Example:
"Toyota Prius V Hybrid Sedan (White)"

[Rego]

Registration / Licence Plate number of the vehicle booked

[Campus]

Referring to the home campus of the asset. This can be set in the asset details under Asset Register

[Location]

Location of the vehicle booked (Campus Administration only)

[Department]

Department of the vehicle booked (Only applies to the older version of PoolCar with Campus Administration access))

[BookingName]

Name of the driver whom the vehicle is booked for

[BookingContactNumber]

Contact number of the driver whom the vehicle is booked for

[BookingEmail]

Email of the driver whom the vehicle is booked for

[DriverCostCentre]

Cost centre code of the driver whom the vehicle is booked for

[DriverProjectCode]

Project code of the driver whom the vehicle is booked for

[CarLocationOnMap]

Links to a google map pin of the vehicles current location - same as Telematics tab

[BookingDescription]

Provided value for the default Purpose/Destination field

[ContactCollectionReturn]

Pool Management Suite users only
Provides the key collection / return information as found on the Pools - Edit page (Key pickup/return instructions:). The information provided is based on whether the booking start, or end time is inside or outside of the Working Day Start/End Time application setting (before/after office hours)
Example:
Key collection: From office
Key return: After-hours drop off box around the back
Campus Administation:
Mail To link for Primary contact and if entered the contact's phone number.
Example:
<a href="mailto:support@smartrak.com"> Smartrak Support </a> - 04 1234 5678

[Customfields]

Displays all custom fields for a booking, both label and value
Example:
Purpose: Dropping off signed documents
Destination: External Office
Do you have a valid Driver's Licence: Yes

[Destination]

Response to a custom form field of type Destination can be shown separately from the custom fields blob.

[Origin]

Response to a custom form field of type Origin can be shown separately from the custom fields blob.

[PassengerManifest]

Displays all passengers for a booking and their name, phone number and email address
Example:
Passengers:
> Joe Smith, 04-----------, joe.smith@smartrak.com
> Jane Doe, 04-----------, jane.doe@smartrak.com

[FirstPassenger]

Displays the name and phone number of the first passenger for a booking
Example:
Joe Smith joe.smith@smartrak.com

[RecurringBooking]

"This booking is apart of a series of recurring bookings" is shown only if the booking is part of a recurring booking series.

[provisional][/provisional]

All text / placeholders within this placeholder block is only shown if the booking provisional

[ApprovalTriggerEmail]

Displays all emails that the approval required email is sent to for a provisional booking. This should be included within the provisional placeholder block.
Example:
joe.smith@smartrak.com, support@smartrak.com, jane.doe@smartrak.com

[ApprovalTriggerComments]

Displays the approval trigger comments added when the trigger is created

Placeholder

Description

[FirstName]

Driver's first name

[LastName]

Driver's last name

[LicenceName]

Driver's licence name

[LicenceNumber]

Driver's licence number with the middle three digits obsfucated
Example:
123XXX789

[LicenceType]

Driver's licence type

[LicenceExpiry]

Driver's licence expiry date

[linkDriverAgreementForm]

Displays a link to the uploaded Driver Agreement form via the bulk loader

[CanDriveManual]

If the driver is permitted to drive manual vehicles then "YES" is displayed, otherwise it displays "NO"

[Probationary]

If the driver has a probationary licence then "YES" is displayed, otherwise it displays "NO"

[LineManagerCatchAll]

Displays the line manager catch all email address

[ExpiringDate]

Driver's licence expiry date

Placeholder

Description

[PoolName]

Current Pool of the vehicle (at the time of the email been generated)

[Rego]

Rego of the vehicle

[KeyNo]

Key number of the vehicle as per the Vehicle Register

[ParkingLocation]

Parking location of the vehicle as per the Vehicle Register

[VehicleName]

Vehicle name of the vehicle as per the Vehicle Register

[AssetNo]

Asset number of the vehicle as per the Vehicle Register

[Instructions]

Instructions to user of the vehicle as per the Vehicle Register

[Colour]

Vehicle colour of the vehicle as per the Vehicle Register

[VehicleDescription]

Readable description of vehicle - "Make Model Bodytype (Colour)" Colour is not shown if not provided
Example:
"Toyota Prius V Hybrid Sedan (White)"

[LastServiceDate]

Date of the last service as per the Vehicle Register

[NextServiceDate]

Date of the next service required as per the Vehicle Register

[VehicleCostCentre]

Cost centre code of the vehicle as per the Vehicle Register

[VehicleProjectCode]

Project code of the vehicle as per the Vehicle Register

[BodyType]

Body type / Vehicle type of the vehicle as per the Vehicle Register

[ChassisNo]

VIN/Chassis Number of the vehicle as per the Vehicle Register

[ServicingRegimeKMs]

Servicing regime KMs of the vehicle as per the Vehicle Register

[ServicingRegimeMonths]

Servicing regime months of the vehicle as per the Vehicle Register

[ServicingStatus]

Current servicing status of the vehicle as per the Servicing Register

[FuelType]

Fuel type of the vehicle as per the Vehicle Register

Placeholder

Description

[OffenceDateTime]

Date of the offence / infringement

[Rego]

Rego of the offending vehicle

[IssuingAuthority]

Authority whom sent the infringement notice

[OffenceType]

Type of the infringement

[Location]

Location of the offence

[SpeedZoneKMH]

Zone speed where the offence took place
If not provided it will show as 'n/a'

[AllegedSpeedKMH]

Alleged speed of the offending vehicle at the time of the offence
If not provided it will show as 'n/a'

[ExceededLimitBy]

How far the offending vehicle exceeded the speed limit
If not provided it will show as 'n/a'

[now+dX]

Date a response back to the System Administrators is required. This date is created based on the number provided after d in the placeholder. X can be replaced with any number
Example:
[now+d7] will show the current date + 7 days

Placeholder

Description

[LicenceApprovalLink]

Link to approve the driver licence for the driver's line manager to action

Placeholder

Description

[PassengerName]

Name of the passenger requesting a seat on the booking

[PassengerPhone]

Phone number of the passenger requesting a seat on the booking

[PassengerEmail]

Email of the passenger requesting a seat on the booking

Placeholder

Description

[keylessentry][/keylessentry]

All text / placeholders within this placeholder block is only shown if the vehicle has keyless entry installed

Placeholder

Description

[ApproveDeclineLinks]

Approve and decline links for bookings sent within the Approval Required email.
Example for singular booking:
Approve or Decline
Example for recurring booking (weekly, 3 times):
Booking Number: 12345 (06/07/2020 10:00 am to 06/07/2020 12:00pm) Approve or Decline
Booking Number: 12345 (13/07/2020 10:00 am to 13/07/2020 12:00pm) Approve or Decline
Booking Number: 12345 (20/07/2020 10:00 am to 20/07/2020 12:00pm) Approve or Decline
Approve All or Decline All

Placeholder

Description

[firstname]

First name of the user

[username]

Username of the user to sign into Smartrak's PoolCar

[password]

Temporary password created that is used for first time entry. The user will be asked to change their password when they first log in

[url]

URL to access Smartrak's PoolCar

Placeholder

Description

[NonDeptUse][/NonDeptUse]

Campus Administration only. The text within [NonDeptUse] and [/NonDeptUse] is shown when a vehicle has the usage scope / exclusivity of 'RLV' or 'NON DEPT USE'.

[DeptUse][/DeptUse]

Campus Administration only. The text within [DeptUse] and [/DeptUse] is shown when a vehicle does not have the usage scope / exclusivity of 'RLV' or 'NON DEPT USE'.

[Reason]

Reason for the Service (ODO / Time)

[ServicingStatus]

Current status of the vehicle's servicing (Soon, Overdue)

Placeholder

Description

[NonDeptUse][/NonDeptUse]

Campus Administration only. The text within [NonDeptUse] and [/NonDeptUse] is shown when a vehicle has the usage scope / exclusivity of 'RLV' or 'NON DEPT USE'.

[DeptUse][/DeptUse]

Campus Administration only. The text within [DeptUse] and [/DeptUse] is shown when a vehicle does not have the usage scope / exclusivity of 'RLV' or 'NON DEPT USE'.

[Reason]

Reason for the Serviceability Check

[Status]

Current status of the serviceability check (Soon, Overdue)

Placeholder

Description

[DriverFullName]

Driver's first name and last name

[DriverCostCentre]

Driver's cost centre code

[BookingsTable]

Table of all bookings in the past 7 days

[ReservationStart]

Requested start time for a prospective booking

[ReservationEnd]

Requested end time for a prospective booking

[RequestMadeByUsername]

Username of a Poolcar logged-in user performed the search

[RequestMadeWhen]

Timestamp of a search request

[Campus]

Campus specified in request, if any

[Department]

Department specified in request, if any

[Location]

Location specified in request, if any

[BodyType]

Body type specified in request, if any

[FuelType]

Fuel type specified in request, if any

[Transmission]

Transmission specified in request, if any

[KeywordTag]

Keywords type specified in request, if any

[EtagOn]

If configured, YES/NO reflecting whether “Etag On” is checked in request

[PoolName]

The name of a particular pool, when chosen