Change Booking Receipt Email

When a new booking is created, the user can elect to receive an email confirmation. You can customise the wording of this email message by editing the template. The template can be edited from the Sysadmin page ("Email Template - Booking")

Default Template

By default your template will be as per below, containing all the available fields. If you need to add additional fields, please find them in this article - https://smartrak.atlassian.net/wiki/spaces/SCP/pages/1036550359

Note: the text inside the [square brackets] is important. These are called placeholders. When a new bookng is created, and the booking receipt email generated, these placeholder fields are replaced with the actual details. It works on a search/replace basis, so if you change the [fields] then the search/replace function will not work.

You can add extra wording, or change the wording that is already there. You can change the font, text size, bold, underline, change colors, etc.

Placeholder fields can be removed if you do not wish to display this information. For example, if you do not wish to display the line for "Parking Location" then simply delete the entire line. You can remove placeholder fields but cannot edit the text inside the [ square brackets ].

Tip: in the editor, don't just paste the text into the editor box. Instead use the 'Paste as Text' icon to avoid formatting issues.

Template

Hello,

This is an automated email to provide you with a receipt for your vehicle booking:

Pickup: [BookingStart]
Return: [BookingEnd]
Vehicle: [Vehicle]
Rego: [Rego]
Key No: [KeyNo]
Parking Location: [ParkingLocation]
Vehicle Name: [VehicleName]
Asset Number: [AssetNo]
Instructions: [Instructions]
Campus: [Campus]
Location: [Location]
Department: [Department]

Contact for Collection/Return: [ContactCollectionReturn]
Purpose/Destination: [BookingDescription]

Start ODO: ________________
End ODO: ________________

[provisional]

PROVISIONAL BOOKING **

An email requesting approval for this booking has been sent to [ApprovalTriggerEmail]
[/provisional]

Important - please notify the administrator immediately if there is any damage or there has been an incident. You can notify the administrator by clicking the link 'Report Damage/Incident' from the system menu bar.

This booking system does not replace the in-vehicle log book; it is still necessary to complete the in-vehicle log book.

An Outlook calendar attachement is attached to this email. To import this booking into your Outlook calendar, double-click the attachment.

Note - if this vehicle is not picked up within 15 minutes of your nominated pickup time, the administrator may cancel your booking without notice and reallocate the vehicle to another person.

If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk