> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.fleetwire.io/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Automated Trip Emails in Fleetwire # 📬 Manage Automated Trip Emails and the Scheduled Email Queue in Fleetwire! Want to remind customers about pickup, nudge them before return, or follow up after the trip—without sending every email by hand? Fleetwire’s **automated trip emails** send messages on a schedule tied to each reservation’s pickup and return dates. You choose the templates, set the timing, and Fleetwire queues each message so you can preview, edit, reschedule, skip, or send it early before it goes out. Let’s set up automated trip emails and manage them from your company-wide queue! --- ## 🎯 Why Use Automated Trip Emails? Automated trip emails in Fleetwire help you: * **Save Time**: Send pre-arrival, return, and post-trip messages automatically for every reservation. * **Reduce No-Shows**: Remind customers about pickup details, lockbox codes, and return deadlines. * **Stay in Control**: Review the queue before anything sends—edit content or skip a message for a specific order. * **Keep Communication On-Brand**: Customize templates with your tone, logo, and email variables. || **Note**: Automated trip emails are separate from **manual email templates** (e.g., one-off invoices). They are scheduled relative to each order’s pickup or return date and appear in the **Scheduled emails** queue. --- ## 🛠 How to Set Up Automated Trip Emails Follow these steps to add templates, configure timing, enable automations, and manage the queue. ### Step 1: Open Automated Trip Email Settings Start in your email settings to see available templates and active automations. 1. In your Fleetwire dashboard, go to [Settings > Emails](https://tenant.fleetwire.io/settings/email). 2. Scroll to the **Automated Trip Emails** section. 3. Review the info banner and click **View queue** to jump to the company-wide scheduled email list (or go to [Orders > Scheduled emails](https://tenant.fleetwire.io/orders/scheduled-emails) later). ![Automated Trip Emails section in Settings > Emails](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-1913-05-57_ddj1m9.png) | **Pro Tip**: Set up a [custom email domain](/en/article/set-up-a-custom-email-domain-in-fleetwire-1n1o2p3/) first so automated messages send from your brand (e.g., `rentals@yourcompany.com`). --- ### Step 2: Add a Popular Template Fleetwire includes ready-made templates you can add to your account. They are **not** enabled until you add and turn them on. 1. In **Popular templates**, choose a template that fits your workflow, such as: * **Pickup reminder**: Remind customers about their upcoming pickup with trip details and access info. * **Return reminder (2 days)**: Give customers a heads-up that their return is approaching in 2 days. * **Return reminder (1 day)**: Send a final reminder the day before the vehicle is due back. * **Post-trip review**: Follow up after the trip to ask for feedback or a review. 2. Click **Add template** on the card you want. 3. The template moves to **Active automations**, where you can configure it. ![Popular automated trip email templates](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-1914-05-29_e1lfvp.png) | **Quick Tip**: Start with **Pickup reminder**—it’s the most common automation and uses helpful variables like `{{vehicle_lockbox_code}}` and `{{order_start_stop_widget}}`. --- ### Step 3: Configure When Each Email Sends Each automation sends relative to an order’s **pickup** or **return** date at a specific hour. 1. In **Active automations**, find the template you added. 2. Set the schedule fields: * **Anchor**: **Pickup (trip start)** or **Return (trip end)**—the reservation date the timing is based on. * **Days**: How many days before or after that anchor date to send (e.g., `1`). * **Timing**: **Before** or **After** the anchor (e.g., 1 day **before** pickup). * **Send hour**: The hour of day the email goes out (e.g., `9:00 AM`). 3. Click **Save schedule**. Example: *1 day before pickup at 9:00 AM* sends a pickup reminder the morning before the trip starts. ![Schedule fields: Anchor, Days, Timing, and Send hour](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-1914-03-06_b7a7pt.png) || **Note**: When you change a template’s schedule, Fleetwire recalculates send times for upcoming reservations in the queue. --- ### Step 4: Enable the Automation Templates are added in a **disabled** state until you turn them on. 1. In **Active automations**, use the **Enabled / Disabled** toggle on the template card. 2. When enabled, Fleetwire starts queuing emails for matching upcoming reservations. 3. Click **Edit content** to customize the subject line and message body (see Step 5). | **Pro Tip**: Enable one template at a time and send yourself a test from the queue (see Step 8) before turning on several automations at once. --- ### Step 5: Customize Email Content Personalize the subject and body with your brand and dynamic order details. 1. Click **Edit content** on an active automation (or open the template from [Settings > Emails](https://tenant.fleetwire.io/settings/email)). 2. Update the **Subject** (e.g., `Your trip starts tomorrow – {{company_name}}`). 3. Edit the **Message** using the email editor—add headers, paragraphs, and widgets. 4. Insert **variables** so each email fills in the right customer and order details, such as: * `{{renter_first_name}}`, `{{company_name}}` * `{{order_start_stop_widget}}`, `{{order_status_button}}` * `{{vehicle_lockbox_location}}`, `{{vehicle_lockbox_code}}` 5. Click **Save**. Learn more in [Using Email Variables in Fleetwire Templates](/en/article/email-variables-1i0tn10/). ![Edit content for an automated trip email template](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-1914-01-36_112xvie.png) --- ### Step 6: Open the Scheduled Email Queue The **Scheduled emails** page shows every queued message across all reservations—pending, sent, skipped, and cancelled. 1. Go to [Orders](https://tenant.fleetwire.io/orders/) in your dashboard. 2. Click the **Scheduled emails** tab in the orders sub-navigation (a badge shows how many emails are **pending**). 3. Use filters to narrow the list: * **Status**: Pending, Sent, Skipped, Cancelled, or All. * **Email template**: Filter by a specific automation (e.g., Pickup reminder). * **Scheduled for**: Any time, Next 7 days, Next 30 days, or Past due. 4. Click a row to **preview** the email with live variable resolution for that reservation. ![Scheduled emails queue with filters and pending badge](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-1914-08-43_1cr2bba.png) | **Quick Tip**: Bookmark a filtered view—URL parameters like `?status=pending` and `?range=next_7_days` are saved in the address bar when you filter the queue. --- ### Step 7: Manage Scheduled Emails on a Single Order You can also manage automations from the order page without leaving the reservation. 1. Open an order in [Orders](https://tenant.fleetwire.io/orders/). 2. Find the **Scheduled Emails** card on the order. 3. Review **pending** emails scheduled for that reservation. 4. Use the action buttons on each email: * **Preview**: See the rendered subject and body with real order data. * **Edit**: Change the subject or message for this reservation only. * **Reschedule**: Pick a new date and time to send. * **Send now**: Deliver the email immediately. * **Skip**: Cancel this send for this order (you can restore it later if it is still valid). ![Scheduled Emails card on an order page](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-1914-10-23_1xie82.png) --- ### Step 8: Preview, Skip, Restore, and Send Early Use the queue or order card to stay in control before anything goes out. #### Preview an email * Click a row in the queue or **Preview** on the order card. * Review the resolved subject, recipient, and HTML body with live variables. ![Preview dialog with resolved variables](https://storage.crisp.chat/users/helpdesk/website/-/d/8/5/c/d85c74fa8dfdb000/2026-06-1914-15-04_1de1jwi.png) #### Skip an email * Choose **Skip** from the actions menu (queue) or the order card. * Confirm—the email moves to **Skipped** and will not send unless you restore it. #### Restore a skipped email * Skipped emails appear in a **Skipped** section on the order page and in the queue when filtered by **Skipped**. * Click **Restore** if the send time is still in the future and the trip timing still makes sense (e.g., a pre-arrival reminder before pickup has started). ||| **Warning**: You cannot restore a skipped email that is **past due** or no longer relevant (e.g., a pre-arrival reminder after the trip has already started). In those cases, create a manual email from the order instead. #### Send now or reschedule * **Send now** delivers the email immediately and marks it as sent. * **Reschedule** lets you pick a new date and time—useful if a customer asks to delay a reminder. | **Pro Tip**: After skip, send, or reschedule actions, the pending count badge on the **Scheduled emails** tab updates automatically. --- ### Step 9: Understand Queue Statuses Each scheduled email has one of these statuses: | Status | Meaning | | ---- | | **Pending** | Queued and waiting to send at the scheduled time (or when you click Send now). | | **Sent** | Successfully delivered to the customer. | | **Skipped** | Manually skipped for this order; can be restored if still valid. | | **Cancelled** | No longer applicable (e.g., the order was cancelled or the automation was disabled). | Sent and cancelled emails appear in the **History** section on the order page. Use the queue filters to audit what went out across all orders. --- ### Step 10: Test Your Automations Verify everything works before relying on automations for live customers. 1. Create or use a test order with upcoming pickup and return dates in [Orders](https://tenant.fleetwire.io/orders/). 2. Enable one automation (e.g., Pickup reminder) in [Settings > Emails](https://tenant.fleetwire.io/settings/email). 3. Open [Orders > Scheduled emails](https://tenant.fleetwire.io/orders/scheduled-emails) and confirm a **pending** row appears for the test order. 4. Click the row to **preview**—check that variables like `{{renter_first_name}}` and `{{vehicle_name}}` resolve correctly. 5. Optionally click **Send now** to deliver a test to yourself. 6. Check your inbox and confirm the email is from your custom domain (if configured). | **Quick Tip**: Use an order with complete vehicle details (lockbox code, image, etc.) so preview shows the full customer experience. --- ## 🌟 Automated Trip Emails Set, Queue Under Control! You’ve set up automated trip emails and learned how to manage them from the company-wide queue and individual orders. Enable the templates that fit your workflow, preview messages before they go out, and skip or reschedule when a customer needs special handling. Visit [Settings > Emails](https://tenant.fleetwire.io/settings/email) to adjust timing, or [Orders > Scheduled emails](https://tenant.fleetwire.io/orders/scheduled-emails) to see what’s coming up next. --- ## 🚀 Next Steps Enhance your email workflow with these guides: * **Use Variables**: Personalize templates with [Using Email Variables in Fleetwire Templates](/en/article/email-variables-1i0tn10/). * **Set Up Templates**: Learn the basics in [Set Up Email Templates in Fleetwire](/en/article/set-up-email-templates-in-fleetwire-1a2b3c4d/). * **Custom Sending Domain**: Send from your domain with [Set Up a Custom Email Domain in Fleetwire](/en/article/set-up-a-custom-email-domain-in-fleetwire-1n1o2p3/). * **Track Orders**: Understand reservation stages in [Fleetwire Order Workflow](/en/article/fleetwire-order-workflow-17k3mjd/). * **Need Help?** Contact us at [hi@fleetwire.io](mailto:hi@fleetwire.io) or via the in-app chat. Happy automating! 🌟