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5. Agent Confirmation Template

Reference Number: AA-00456 Views: 4485 Created: 2011-11-24 14:21 Last Updated: 2014-04-06 16:55 0 Rating/ Voters

In this section

The Agent Confirmation Template Tab

Maintaining an Agent Confirmation Template

To edit the Agent Confirmation Template

To add an Agent Confirmation Template for a location

To edit a location's existing Agent Confirmation Template

To delete a location's existing Agent Confirmation Template

Summary

 

 The Agent Confirmation Template tab

 

Rental Car Manager provides extensive functionality for operators that take bookings from agents. 

 

An agent is considered to be a third party who takes a booking on behalf of a rental car operator and in doing so takes either a partial or a full payment from the customer. Note that this is different from a referral who merely refers a booking to you and then expects a referral commission after the rental is completed. 

 

After bookings have been entered for agents, there is a normally a requirement to send confirmations to the agent showing the details of the bookings made for the agent. The confirmation is normally held by the agent and includes details relating to the commission paid and some sort of indication as to when any payments are due.

 

The process of setting up agents and then entering bookings received from these agents is described in the Agency Setup section under this manual. 

 

Rental Car Manager comes with a default confirmation email for sending to agents. This email template cannot be deleted. However it can be edited at any time.

 

An agent confirmation email can also be defined per location or branch office. 

 

The default Agent Confirmation Template can be edited under under the Agent Confirmation Template tab in the Confirmation Templates program under the System Setup menu. Agent Confirmation Templates for each of your locations or branch offices are also defined under this same tab.

 

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Maintaining an Agent Confirmation Template

 

Only users with access level set to Head Office can edit the Agent Confirmation Template. 

 

Location managers can add or edit the Agent Confirmation Template for their locations.

 

To edit the Agent Confirmation Template

 

1. Click the System Setup menu icon.

2. Click the Confirmation Templates program icon.

3. Click the Agent Confirmation Template tab.

4. In the table on the Agent Confirmation Template page the first row is reserved for the standard Agent Confirmation Template. Click add in the Update/ Create column (see Fig. 1). 

 


Fig. 1. Click Add to open the Agent Confirmation Template editor

 

5. In the Agent Confirmation Template editor, modify the written text to suit your needs.  (see Fig. 2). 

 


Fig. 2. The Agent Confirmation Template editor

 

You may use HTML to format the template's layout.

 

You may also modify the Terms and Conditions to be printed on the email confirmation in the Terms and Conditions editor, just below the template editor (see Fig. 3). 

 


Fig. 3. Customize the Terms and Conditions displayed in the email

 

NOTE: Do NOT cut and paste content from formatted files such as Word documents to avoid potential problems with your layout.

 

6. Once you're done editing the template, click Submit to save your changes and close the template editor (see Fig. 4). 

 


Fig. 4. Click Submit to save the template

 

The updated email template will be used the next time an agent booking is made and a confirmation email sent out. 

 

NOTE: Only users with access level set to Head Office can define an Agent Confirmation Template.

 

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To add an Agent Confirmation Template for a location

 

1. Click the System Setup menu icon.

2. Click the Confirmation Templates program icon.

3. Click the Agent Confirmation Template tab.

4. On the Agent Confirmation Template Page, all your locations are listed. Click Add on the fourth column to the right of the location you want to define a template for (see Fig. 5). 

 


Fig. 5. Click Add to open the Agent Confirmation Template editor

 

5. The Agent Confirmation Template editor opens a copy of the default Agent Confirmation Template. You may modify the written text to suit your needs.  (see Fig. 6). 

 


Fig. 6. The Agent Confirmation Template editor

 

You may use HTML to format the template's layout.

 

You may also modify the Terms and Conditions to be printed in the email confirmation on the Terms and Conditions editor, just below the template editor (see Fig. 7). 

 


Fig. 7. Customize the Terms and Conditions displayed on the email

 

NOTE: Do NOT cut and paste content from formatted files such as Word documents to avoid potential problems with your layout.

 

6. Once you're done editing the template, click Submit to save your changes and close the template editor (see Fig. 8). 

 


Fig. 8. Click Submit to save the template

 

On the Agent Confirmation Template page, in the row for the location for which you've defined the template, the Add button is now replaced with an Update button. In addition, there is now a Yes under the Confirmation Template Exists column and a Delete button under the Delete column. 

 

The template you just defined will be used the next time an agent booking is made and a confirmation email is sent out.

 

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To edit a location's existing Agent Confirmation Template

 

1. Click the System Setup menu icon.

2. Click the Confirmation Templates program icon.

3. Click the Agent Confirmation Template tab.

4. On the Agent Confirmation Template page, click Update in the Update/ Create column of the location for which you want to edit the confirmation template (see Fig. 9). This opens the Agent Confirmation Template editor.

 


Fig. 9. Click Update to open the Agent Confirmation Template editor

 

5. To edit the confirmation email template, follow Steps 5 and 6 in To edit an Agent Confirmation Template.

 

The email template you just edited will be used the next time an agent booking is made and a confirmation email sent out.

 

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To delete a location's existing Agent Confirmation Template

 

1. Click the System Setup menu icon.

2. Click the Confirmation Templates program icon.

3. Click the Agent Confirmation Template tab.

4. On the Agent Confirmation Template page, click the Delete button under the Delete column to delete the Agent Confirmation Template (see Fig. 10).

 


Fig. 10. Click the Delete button in the Delete column

 

5. Click Yes on the confirmation message to delete the template (see Fig. 11). 

 


Fig. 11. Click Yes on the confirmation message

 

On the Agent Confirmation Template page, you'll no longer see the record you just deleted. In the row for the location for which you've deleted the template, the Update button is now replaced with an Add button. In addition, the Agent Confirmation Template Exists column is now empty and there is no longer a Delete button under the Delete column. 

 

After deleting the Agent's Confirmation Template, the standard Agent Confirmation Template will now be used for confirmation emails for bookings processed at the Agent, until you define a new Agent Confirmation Template for the location.

 

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Summary

 

This article details the Agent Confirmation Template tab, where information on the Agent Confirmation Template is setup. Like other maintenance screens in RCM, the Agent Confirmation Template screen allows you to add, edit, or delete the Agent Confirmation Templates.

 

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