Booking confirmation email

The booking confirmation email is arguably the most important point of communication. It is what the customer receives when booking and contains the booked items, the booking time range and the rental sum.

You can find it in the email settings.

It has quite a few options in the form of checkboxes to fit different use cases, so let’s look at those now:

Attach contract to e-mail

If this box is checked, a contract pdf will be generated and attached to the email.

To learn more about this contract pdf, feel free to check out our article on:

-> Documents

Attach Terms&Conditions to e-mail

Same as the above setting, but with a terms & conditions pdf.

Once again to learn more about this, feel free to check out our article on:

-> Documents

Attach QR Code to e-mail

With this box checked, a QR code will be attached to the email.

You as a user of Rentware can then scan this QR code when the customer arrives to jump straight into the booking.

You can do this when using Rentware on a phone or tablet with via the:

-> QR code function

Do not send automatically to customer

With this box checked, the email will not be sent automatically to the customer. It will only be sent if you actually go into the booking and chose to send it via actions -> send confirmation mail.

This is used in cases when you use Rentware to collect a booking request, but first need to check it, before confirming it to a customer.

This is rather niche and only relevant for B2B cases.

Whenever you offer online payments and generally for pretty much all B2C cases, this box should be off.

Do not send automatically to channels

Same as above, but concerns sending the email to the channels (email forwarding).

It is generally recommended to leave this setting off.

To learn more about this, read our article on:

-> Email forwarding

Create invoice on order and send with order confirmation

With this box checked, an invoice will be automatically generated when the booking is created and attached to the confirmation mail.

We highly recommend leaving this off.

The issue with generating an invoice, is that once it exists, you can no longer edit the booking. So you would not be able to change the booking time range, items, costs, etc.

So unless you have a very specific reason to use this feature, we recommend you leave this box unchecked.

Attach Ical to e-mail

With this box checked, an Ical will be attached to the email. This is a little file, which when clicked, will open the customers calendar and allow them to instantly create a calendar entry for the booking.

Here it’s a question of taste, really. Some people like having an Ical, some may be confused by it. You can leave this on or off, it doesn’t matter that much to most customers.

Show subitem IDs

With this box checked, the specific ids of the booked item will be shown on the email.

So if you have for example an item “Porsche Taycan” with 2 subitems, you’d usually give those subitems an id, which acts as a clear identifier. In the case of cars that would be the registration plate number.

This box then determines whether this id (in this case plate number) is displayed on the mail or not.

When unsure (or if you feel like it might not be relevant to you), you can just leave this box unchecked.

Now let’s look at the:

Text fields

You have at your disposal multiple text input fields, which will display your input in different spots in the confirmation mail.

For the sake of brevity, we will only look at the most relevant ones:

Intro:

This is the most important field. Here you will usually put in some greeting and relevant information for the customer.

Your account already comes with some example text and usually this is already enough.

If you have some specific information you need to share though, you can add it here.

This could be something about your specific process, or a Google maps link to your location, an explanation video, etc.

Address:

This field appears on the bottom left of the email.

Your account already came with some content for this field

#{{Location.Label}}<br>

#{{Location.Street}} #{{Location.HouseNumber}}<br>

#{{Location.ZipCode}} #{{Location.City}}<br>

And we generally recommend just leaving it at that. This way the name, street, house number, zip code and city of your location will be printed on the mail.

You can if you want add some information, like for example a Google maps link.

Contact:

This field appears next to the address on the email.

Here again your account came with some content and that should usually suffice.

It will print the phone number and email address as set up in the location.

All other fields are used only for very specific use cases, which are usually not very relevant anymore. We recommend just leaving them as they are.