Custom Email Templates in Fleetwire
To set up email templates, head over to Settings > Emails.
You'll notice there are two types of email templates:
The online reservation confirmation is sent to your customers automatically after they placed an order from your website.
Manual emails don’t send automatically, but are useful for a wide variety of purposes. For example, you can create an email template that shows the current contents of an order, or a template for sending an invoice.
Template name - This is used to recognize a template before sending, the template name is not visible to customers .
Template available when viewing - This setting determines if a template shows up when sending an email when viewing an order, a customer, an invoice, a quote/contract, or for all emails.
Subject - The email subject your customers see when they receive the email.
Message - The main content of the email template.
Use Variables to automatically add information about the order, customer, or document.
Want to personalize the emails your customers receive, like booking confirmations or invoices? Fleetwire lets you create and customize email templates to streamline communication while keeping your messages on-brand. Whether you’re sending automated confirmations or manual invoices, email templates save time and ensure consistency. Let’s set up your email templates to make customer communication a breeze!
Email templates in Fleetwire help you:
Save Time: Automate repetitive emails like booking confirmations or invoices.
Stay On-Brand: Customize messages to match your business tone and style.
Enhance Communication: Send clear, professional emails to your customers with ease.
Note: Templates can be automated or manual—choose the type that fits your needs for each scenario!
Follow these steps to create email templates, customize their settings, and test them to ensure they work perfectly for your rental business.
Start by navigating to the email template section in your Fleetwire dashboard.
In your Fleetwire dashboard, go to Settings > Emails.
You’ll see a list of existing templates (if any) and an option to create new ones.
Pro Tip: Familiarize yourself with the two types of templates before creating one—they serve different purposes!
Fleetwire offers two types of email templates—choose the right one based on your needs:
- Online Reservation Confirmation:
- Purpose: Automatically sent to customers after they place an order through your online store (e.g., testcompany.fleetwire.io).
- Example Use: Send a confirmation email with booking details, pickup instructions, and a thank-you message.
- Manual Emails:
- Purpose: Not sent automatically—use these for specific scenarios by manually triggering them.
- Example Use: Create a template to show the current contents of an order or send an invoice/quote to a customer.
Quick Tip: Start with an Online Reservation Confirmation template to automate your most common email task—booking confirmations!
Set up a new template with customized settings to control its behavior and content.
In Settings > Emails, click Add Template to create a new email template.
Configure the following settings:
- Template Name: A name for internal reference (e.g., “Booking Confirmation” or “Invoice Request”)—not visible to customers.
- Template Available When Viewing: Choose where this template can be used:
- Options: When viewing an Order, Customer, Invoice, Quote/Contract, or All Emails.
- Example: Select “Order” for a booking confirmation template.
- Subject: The email subject line customers see (e.g., “Your Booking Confirmation with [Your Company Name]”).
- Message: The main content of the email—write your message here (e.g., “Thank you for booking with us! Your reservation for [Vehicle] starts on [Start Date].”).
Click Save to create the template.
Use variables to automatically insert order, customer, or document details into your email. For example:
- {{booking_id}}: The unique ID of the booking (e.g., #12345).
- {{renter_first_name}}: The renter’s first name (e.g., John).
- {{renter_last_name}}: The renter’s last name (e.g., Doe).
- {{renter_full_name}}: The renter’s full name (e.g., John Doe).
- {{reservation_start_date}}: The start date of the rental (e.g., May 19, 2022).
Learn more about available variables in Email Variables.
Pro Tip: Use variables to personalize emails—customers love seeing their name and booking details in the message!
Ensure your template works as expected by sending a test email to yourself.
Create a test order in Orders or use an existing order/customer/invoice.
If using a Manual Email template:
- Navigate to the relevant section (e.g., an order in Orders).
- Select Send Email, choose your template (e.g., “Invoice Request”), and send it to a test email address.
If using an Online Reservation Confirmation template:
- Place a test order through your online store (e.g., testcompany.fleetwire.io) to trigger the email.
Check your inbox for the email:
- Verify the Subject (e.g., “Your Booking Confirmation with [Your Company Name]”).
- Confirm the Message includes the correct content and variables (e.g., customer name, order details).
- Ensure the email is sent from your custom domain (if set up in Settings > Email).
Quick Tip: Send the test email to a personal address to ensure it arrives in the inbox and isn’t marked as spam—check your custom email domain settings if needed!
You’ve successfully set up email templates in Fleetwire! Whether you’re automating booking confirmations or sending manual invoices, your emails will now be consistent and professional. Test a template today to ensure it’s working perfectly for your customers.
Enhance your email setup with these guides:
Use Variables: Add dynamic content with Email Variables.
Set Up a Custom Domain: Send emails from your domain with Set Up a Custom Email Domain in Fleetwire.
Keep up to date: Stay updated: Set up Company Info.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.
Happy emailing! 🌟
Template types
You'll notice there are two types of email templates:
The online reservation confirmation is sent to your customers automatically after they placed an order from your website.
Manual emails don’t send automatically, but are useful for a wide variety of purposes. For example, you can create an email template that shows the current contents of an order, or a template for sending an invoice.
Template settings
Template name - This is used to recognize a template before sending, the template name is not visible to customers .
Template available when viewing - This setting determines if a template shows up when sending an email when viewing an order, a customer, an invoice, a quote/contract, or for all emails.
Subject - The email subject your customers see when they receive the email.
Message - The main content of the email template.
What's next?
Use Variables to automatically add information about the order, customer, or document.
📧 Set Up Email Templates in Fleetwire!
Want to personalize the emails your customers receive, like booking confirmations or invoices? Fleetwire lets you create and customize email templates to streamline communication while keeping your messages on-brand. Whether you’re sending automated confirmations or manual invoices, email templates save time and ensure consistency. Let’s set up your email templates to make customer communication a breeze!
🎯 Why Use Email Templates?
Email templates in Fleetwire help you:
Save Time: Automate repetitive emails like booking confirmations or invoices.
Stay On-Brand: Customize messages to match your business tone and style.
Enhance Communication: Send clear, professional emails to your customers with ease.
Note: Templates can be automated or manual—choose the type that fits your needs for each scenario!
đź› How to Set Up Email Templates
Follow these steps to create email templates, customize their settings, and test them to ensure they work perfectly for your rental business.
Step 1: Access Email Template Settings
Start by navigating to the email template section in your Fleetwire dashboard.
In your Fleetwire dashboard, go to Settings > Emails.
You’ll see a list of existing templates (if any) and an option to create new ones.
Pro Tip: Familiarize yourself with the two types of templates before creating one—they serve different purposes!
Step 2: Understand Template Types
Fleetwire offers two types of email templates—choose the right one based on your needs:
- Online Reservation Confirmation:
- Purpose: Automatically sent to customers after they place an order through your online store (e.g., testcompany.fleetwire.io).
- Example Use: Send a confirmation email with booking details, pickup instructions, and a thank-you message.
- Manual Emails:
- Purpose: Not sent automatically—use these for specific scenarios by manually triggering them.
- Example Use: Create a template to show the current contents of an order or send an invoice/quote to a customer.
Quick Tip: Start with an Online Reservation Confirmation template to automate your most common email task—booking confirmations!
Step 3: Create a New Email Template
Set up a new template with customized settings to control its behavior and content.
In Settings > Emails, click Add Template to create a new email template.
Configure the following settings:
- Template Name: A name for internal reference (e.g., “Booking Confirmation” or “Invoice Request”)—not visible to customers.
- Template Available When Viewing: Choose where this template can be used:
- Options: When viewing an Order, Customer, Invoice, Quote/Contract, or All Emails.
- Example: Select “Order” for a booking confirmation template.
- Subject: The email subject line customers see (e.g., “Your Booking Confirmation with [Your Company Name]”).
- Message: The main content of the email—write your message here (e.g., “Thank you for booking with us! Your reservation for [Vehicle] starts on [Start Date].”).
Click Save to create the template.
Add Dynamic Content with Variables
Use variables to automatically insert order, customer, or document details into your email. For example:
- {{booking_id}}: The unique ID of the booking (e.g., #12345).
- {{renter_first_name}}: The renter’s first name (e.g., John).
- {{renter_last_name}}: The renter’s last name (e.g., Doe).
- {{renter_full_name}}: The renter’s full name (e.g., John Doe).
- {{reservation_start_date}}: The start date of the rental (e.g., May 19, 2022).
Learn more about available variables in Email Variables.
Pro Tip: Use variables to personalize emails—customers love seeing their name and booking details in the message!
Step 4: Test Your Email Template
Ensure your template works as expected by sending a test email to yourself.
Create a test order in Orders or use an existing order/customer/invoice.
If using a Manual Email template:
- Navigate to the relevant section (e.g., an order in Orders).
- Select Send Email, choose your template (e.g., “Invoice Request”), and send it to a test email address.
If using an Online Reservation Confirmation template:
- Place a test order through your online store (e.g., testcompany.fleetwire.io) to trigger the email.
Check your inbox for the email:
- Verify the Subject (e.g., “Your Booking Confirmation with [Your Company Name]”).
- Confirm the Message includes the correct content and variables (e.g., customer name, order details).
- Ensure the email is sent from your custom domain (if set up in Settings > Email).
Quick Tip: Send the test email to a personal address to ensure it arrives in the inbox and isn’t marked as spam—check your custom email domain settings if needed!
🌟 Email Templates Set, Communication Streamlined!
You’ve successfully set up email templates in Fleetwire! Whether you’re automating booking confirmations or sending manual invoices, your emails will now be consistent and professional. Test a template today to ensure it’s working perfectly for your customers.
🚀 Next Steps
Enhance your email setup with these guides:
Use Variables: Add dynamic content with Email Variables.
Set Up a Custom Domain: Send emails from your domain with Set Up a Custom Email Domain in Fleetwire.
Keep up to date: Stay updated: Set up Company Info.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.
Happy emailing! 🌟
Updated on: 15/05/2025
Thank you!