Email templates

Rentware automates the communication with your customers using emails.

What exactly those say, you can set up in the email settings.

Here you find the “Template” box.

The first field here is the “Email type” select:

With that you can select which email to edit.

You can chose between the following email types:

Confirmation E-mail

Footer

Invoice E-mail

Cancellation E-mail

Contract E-mail

Gift card E-mail

Pick up protocol E-mail

Completion protocol E-mail

Notification E-mails

SEPA payment failed

Payment due notice

Recurring Confirmation E-mail

Recurring payment failed

Offer E-mail

We will look at those individually in a second. First let’s see what they have in common:

Intro image

For each of the email templates you can upload an individual intro image, though usually you would just put in the same for each email. This image should be some header image with your logo or branding on it. It will appear at the top of the email.

For that we recommend choosing an image with a

width to height ratio of 3,5 : 1 or 4 : 1.

Language:

If you have multiple languages enabled, you can set up the specific text content for each of those languages by switching between them with the “Language” select.

In this example we have English | Great Britain and German | Germany enabled.

Now when a customer books something with the booking widgets set to german, he will get the german version and with the widgets set to english, he will get the english version.

Placeholders:

In all emails you can use placeholders to print booking or customer data.

You will find all available placeholders along with a little explanation, when clicking on the “View placeholders” button just below the language select.

We will now have a look at the most relevant templates. We will omit some, as they are either very niche, or are usually best as they are. If you have question about them, please contact us.

Confirmation E-mail:

This is the most important one, as it is what your customers receive when creating a booking.

It contains many options and there’s a lot to say about it, which is why we made a separate article for this mail:

-> Booking confirmation email

Notification E-mail:

The notification mails are automated and can be set up to fire in relation to the booking start and end time.

To explain this further we wrote a separate article:

-> Notification emails

Footer:

This is not really an email type and instead a part of all emails.

It is simply an input field for the footer. The footer appears at the very bottom of all emails. Here you would put in something like bank contact data.

If you don’t feel like this is relevant to you, feel free to skip it.

Invoice E-mail:

The invoice email is what is sent out when you click on actions -> send invoice email in a booking.

It will always have the invoice attached.

Usually there’s not much to say here, aside from a greeting and some nice words.

Unless needed otherwise, you can just leave in the text your account came with.

Contract E-mail:

Same as the invoice email, except for the contract.

Cancellation E-mail:

As the name suggests this email is sent out when you cancel a booking and chose the send a cancellation confirmation.

Here too in most cases you would usually just write a greeting and some pleasantries.