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Pre Checkin Reminder

Reference Number: AA-01114 Views: 2387 Created: 2017-07-06 14:55 Last Updated: 2020-03-27 14:20 0 Rating/ Voters

In this section

Pre Checkin Reminder

Setup Pre Checkin Reminders

Edit the Pre Checkin Reminder template

Sending a Pre Checkin Reminder

What the customer sees

 

Pre Checkin Reminder

The Pre Check-in Reminder allows you to send your customers an email containing a link to the Pre Check-in page. This can be configured to automatically send an email to your customers a certain number of days before pick up. From here your customers can enter their details including securely storing credit card details, as well as signing the agreement electronically

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Setup Pre Checkin Reminders

To access the Pre Check-in Reminder settings first open the Emails set up tab (System Setup > System Parameters > Emails set up), then click “Email Pre Check-in Reminder” (see Fig. 1).

 

Fig. 1. The Emails set up page


This will open the Pre Check-in Reminder settings page. From here you can set the email related settings for the Pre Check-in Reminder (see Fig. 2).

  • A. Email subject is the subject line of the reminder email.
  • B. The From Email address is the email address the recipient sees the email as coming from.
  • C. CC back to sender allows you to CC the From Email address so any reminder sent to a customer is also sent to that email.
  • D. CC to Email lets you define a separate email address to CC. 


Fig. 2. Pre Checkin Reminder settings

Click “Submit” to save the settings.

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Edit the Pre Checkin Reminder template

From the Emails set up page click the “Edit Template” link relating to the Pre Check-in Reminder (see Fig. 3).


Fig. 3. Click “Edit Template”


On the Pre Check-in Reminders template editor page you can change some basic email settings, as well as change the text that will appear in the email reminder (see Fig. 4).

  • Our recommendation is to have this template as active. Also from this "Edit Template" screen you can set the number of days before pick up that the email will be automatically sent. Before you do this, we suggest you leave it at "-1" which means emails can only be sent manually. Use this to send yourself a test email and complete the procedure, make sure you are happy with everything. If you're happy to start sending out automatic emails, then set the "number of days before pick up" to whatever you'd like (e.g 7 for a week before).


Fig. 4. The template editor page

Click “Save” to save the template.

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Sending a Pre Checkin Reminder

The Pre Check-in Reminder for a reservation will be sent to the customer a certain number of days before the pick up date, the number of days is defined on the template editor page (see Edit the Pre Checkin Reminder template).

You may also manually trigger the sending of the reminder by opening the details of a reservation and clicking “Pre-Check In Reminder”, see Fig. 5. The easiest way to open the reservation details for a reservation is through the Reservation Enquiry and Update page, see the knowledge base article for more information.


Fig. 5. Reservation details page

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What the customer sees

Figure 6 shows what the recipient will see when they receive a Pre Check-in Reminder.


Fig. 6. The email received


Once the recipient opens the Pre Check-in link - "Click Here", you are then brought to the screen below. Here the customer will need to enter their Last Name. See screenshot below.


The Online Check In gives the customer the option to fill in any other details under 6 different categories. 

  1. Customer Details
  2. Extra Drivers
  3. Booking Details
  4. Upload Images -Eg - Current Driver's License 
  5. Collect Credit Card - To securely store your credit card information
  6. Signatures - This section allows you to electronically sign your vehicle rental agreement.

Some of these sections may not display, depending on your system settings.

Note that each category with have a tick next to it if all the mandatory fields have been entered correctly. Below is the initial screen that gets loaded. See screenshot.


Once all categories have been completed correctly, the customer then clicks 'Save". This will then prompt the confirmation screen that the check in has been completed. See screenshot below.




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