List of Email & Page Templates
Here is a list of all of the email and page templates on the PoolCar Sysadmin Main Menu. As of November 2025, they are sorted in alphabetical order.
To see the entire list of available templates, click on the Email & Page Templates page.
We recommend you edit the pages in MS Word, taking careful notice of the placeholder fields which are the fields in [square brackets], and then copy/paste the content back into the template in PoolCar.
Here is a word copy of all templates, feel free to edit as required -
Template | What is it for? | Required? |
Usage Statement email (Template) | This is the wording that gets emailed to each driver, listing a summary of their usage (bookings). | If sending usage summary via Robot |
Sign In Page wording (Template) | This is the wording that gets displayed on the Sign In page. | If not SSO |
Licence Not Verified Template | This is the wording that gets displayed to a user when Driver Licence Verification is enabled and the user has not yet gone through the verification process. | If using driver licence verification |
Welcome Page Wording (Template) | This is the wording that the user sees on the 'Welcome' page, just after they sign in for the very first time. | Yes |
Email Template - Booking | This is the wording that gets emailed to users when they elect to receive a booking confirmation email. | Yes |
Email Template - Approved Booking | This is the wording that gets emailed to users when an admin has approved their booking. | If using Approval Trigger |
Email Template - Infringement (Notice) | This is the wording that gets emailed to users when you create a new infringement notice. | If tracking Infringements |
Email Template - New User Account (Welcome Email Template) | This is the wording that gets emailed to users when you create a new user account and tick the box for 'send welcome email'. | If not SSO |
Email Template - Approval Trigger (Approval Trigger Email Template) | This is the wording that gets emailed to Approvers when a booking satisifies and Approval Trigger. | If using Approval Trigger |
Email Template - Passenger Approved | This is the wording that gets emailed to users when they're seat request (via Share a Ride) is approved. | If using Share a Ride |
Email Template - Servicing Reminder | This is the wording that gets emailed to vehicle contacts when a vehicle requires servicing soon or is overdue. | If using Servicing |
Email Template - Serviceability Check Reminder | This is the wording that gets emailed to vehicle contacts when a serviceability check needs to be done. | If using Serviceability |
Email Templates - Booking Request Pool Manager (Booking Request For Pool Manager Email Template) | This is the wording that gets emailed to Pool Manager(s) when a user failed to make booking (no vehicle available). | No |
Email Templates - Booking Request Driver (Booking Request For Driver Email Template) | This is the wording that gets emailed to Driver when a user failed to make booking (no vehicle available). | No |
Full List | What is it for? | Required? |
Acknowledgement of Driver Request | This is the wording that gets emailed to users when they have requested a driver. | No |
Approval Trigger Email | This is the wording that gets emailed to Approvers when a booking satisifies an Approval Trigger. | If using Approval Trigger |
Booking Approved | This is the wording that gets emailed to users when their booking is approved. | If using Approval Trigger |
Booking Checked In | This is the wording that gets emailed to the driver upon booking check in. The Application Setting > Email setting also needs to be enabled for this to be sent.
| No |
Booking Receipt | This is the wording that gets emailed to users when they elect to receive a booking confirmation email. | Yes |
Failed Booking Request Driver Notification | This is the wording that gets emailed to Driver when a user failed to make booking (no vehicle available). | No |
Failed Booking Request Pool Manager | This is the wording that gets emailed to Pool Manager(s) when a user failed to make booking (no vehicle available). | No |
Infringement Notice | This is the wording that gets emailed to users when you create a new infringement notice. | If tracking Infringements |
Licence Approval Requested | This is the wording that gets emailed to the Line Manager when one of their staff's licences needs to be verified. | If using driver licence verification |
Licence Expired | This is the wording that gets emailed to user when their licence has expired. | If tracking driver licence expiry |
Licence Expiring Soon | This is the wording that gets emailed to user when their licence is expiring soon. | If tracking driver licence expiry |
Licence Marked as Not Verified | This is the wording that gets emailed to user when their licence has been marked as Not Verified. Bookings cannot be made until your licence has been verified. | If using driver licence verification |
Licence Not Verified | This is the wording that gets displayed to a user when Driver Licence Verification is enabled and the user has not yet gone through the verification process. This is shown as a page on PoolCar - to change the email wording edit the 'Licence Marked as Not Verified' template. | If using driver licence verification |
Licence Verification (Grace Period) | This is the wording that gets emailed to user when their licence has not yet been verified but is in the grace period. | If using driver licence verification |
Licence Verification Required | This is the wording that gets emailed to user when their licence needs to be verified. | If using driver licence verification |
Licence Verified | This is the wording that gets emailed to user when their licence has been verified. | If using driver licence verification |
Passenger Approved | This is the wording that gets emailed to users when their seat request (via Share a Ride) is approved. | If using Share a Ride |
Serviceability Check Reminder | This is the wording that gets emailed to vehicle contacts when a serviceability check needs to be done. | If using Serviceability |
Servicing Reminder | This is the wording that gets emailed to vehicle contacts when a vehicle requires servicing soon or is overdue. | If using Servicing |
Sign In | This is the wording that gets displayed on the Sign In page. | If not SSO |
Usage Statement | This is the wording that gets emailed to each driver, listing a summary of their usage (bookings). | If sending usage summary via Robot |
Welcome Email | This is the wording that gets emailed to users when you create a new user account and tick the box for 'send welcome email'. | If not SSO |
Welcome Page | This is the wording that the user sees on the 'Welcome' page, just after they sign in for the very first time. | Yes |
Please note there are no templates for updated bookings, cancelled bookings, overdue bookings, upcoming booking reminders or damage/incident report emails.
Updated booking notification uses a generic message stating the booking has been edited and what has changed and includes the updated booking details from the booking receipt email.
Cancelled booking notification uses a generic message stating the booking has been cancelled and the reason, as well as the information from the original booking receipt email.
Overdue booking notification (not yet back) uses a generic message stating the booking has been checked out but not yet checked in, as well as the information from the original booking receipt email.
Upcoming booking reminders uses a generic message stating “This a reminder that you have an upcoming booking. If you no longer require this booking please click the link below to cancel so that the vehicle can become available for other staff.” as well as the information from the original booking receipt email.
Damage/Incident report notification uses a generic message stating a damage/incident report has been submitted and the details supplied by the driver.
Default Email Templates
Acknowledgement of Driver Request |
Hi [BookingName], This is an automated email to acknowledge we have received your driver request. A Pool Manager will review the request to allocate a driver. You will be notified when it has been processed. Here is a summary of your request: Booking Number: [BookingNumber] Purpose/Destination: [BookingDescription] Pickup Time: [BookingStart] [CustomFields] – Please do not reply to this email – |
Approval Trigger Email |
Hi [FirstName], A booking requires approval. Comments: [ApprovalTriggerComments] Booking Number: [BookingNumber] Pickup time: [BookingStart] Additional Details: [PassengerManifest] Click one of the links below to APPROVE or DECLINE this booking. [ApproveDeclineLinks] Alternatively, login to PoolCar and go to the Provisional Bookings search. If you need to change the vehicle of this booking, you can do so by editing the booking from the Calendar. – Please do not reply to this email – |
Booking Approved |
Hi [BookingName], Your booking has been APPROVED. Please use the Booking ID to access the KeyMaster within 15 minutes of your booking start time. Booking ID: [BookingNumber] Additional Details: If you need to make any changes, please do so by logging in to your PoolCar account. – Please do not reply to this email – |
Booking Checked In |
Hi [BookingName], Your booking has been checked in. Please take a moment to fill in a survey for your trip: <<URL>> Booking ID: [BookingNumber] – Please do not reply to this email – |
Booking Receipt |
Hi [BookingName], [provisional] You will receive an email if your booking has been approved, edited or declined. Here are the details for your vehicle booking. Booking ID: [BookingNumber] Additional Details [CustomFields] Note: Ensure you have booked this vehicle when you intend to check out. Otherwise, if you no-show your booking, it may get cancelled and reallocated to another person. You can edit the pick-up time if necessary. – Please do not reply to this email – |
Failed Booking Request Driver Notification |
Hi, PoolCar was not able to allocate a vehicle for your booking request with the following parameters: Pickup: [ReservationStart] – Please do not reply to this email – |
Failed Booking Request Pool Manager Notification |
Hi, PoolCar was not able to allocate a vehicle for [FirstName] [LastName] with the following parameters: Pickup: [ReservationStart] – Please do not reply to this email – |
Infringement Notice |
Hi, Our office has received a Traffic Infringement Notice for the driver of the below vehicle details: Date/Time of Infringement: [OffenceDateTime] Action Required - Respond By [now+d7] In order to prevent a fine increase, please provide the details of the driver as follows:
Please supply the above details to your Line Manager. – Please do not reply to this email – |
Licence Approval Required |
Hi [FirstName], A driver has joined your PoolCar booking system and their driver licence requires your verification because they nominated you as their line manager. The driver's details are: Licence Name: [LicenceName] To record this driver licence as 'Verified', please ensure the driver has:
If there are any discrepancies or you have any questions, please contact [LineManagerCatchAll] If these points have been satisfied, please retain these documents and click the 'Approve' link below. [LicenceApprovalLink] – Please do not reply to this email – |
Acknowledgement of Driver Request |
Hi [FirstName], This is an automated email to alert you that your Drivers Licence EXPIRED on [ExpiringDate]. If you have already renewed your licence, please update your licence details in PoolCar via the ‘Update Driver Licence’ link on the webpage footer. – Please do not reply to this email – |
Licence Expired |
Hello [FirstName], This is an automated email to alert you that your Drivers Licence EXPIRED on [ExpiringDate]. If you have already renewed your licence, please update your licence details in PoolCar via the ‘Update Driver Licence’ link on the webpage footer. – Please do not reply to this email – |
Licence Expiring Soon |
Hi [FirstName], This is an automated email to alert you that your Drivers Licence is EXPIRING SOON on [ExpiringDate]. If you have already renewed your licence, please update your licence details in PoolCar via the ‘Update Driver Licence’ link on the webpage footer. – Please do not reply to this email – |
Licence Marked as Not Verified |
Hi [FirstName], This is an automated email to alert you that your Drivers Licence status has been marked as NOT VERIFIED in PoolCar by a System Administrator. You will be unable to make new bookings in PoolCar until a System Administrator has marked your licence as VERIFIED. Please contact your fleet administrator for more information. – Please do not reply to this email – |