Email Templates#

RecSystems automatically sends emails to customers at key moments. These emails use your branding and include the information customers need.

Automated Emails#

Booking Confirmation#

Sent when booking is completed:

• Confirmation number
• Booking details
• Pickup information
• What to bring
• Your contact info

Payment Receipt#

Sent with payment:

• Payment amount
• Payment method
• Itemized breakdown
• Receipt for records

Cancellation Confirmation#

Sent when cancelled:

• Cancellation confirmed
• Refund information
• Voucher code if applicable

Reminder Emails#

Sent before booking:

• Upcoming rental reminder
• Pickup details
• What to expect

Cart Recovery Emails#

Sent when a customer starts checkout but doesn't complete payment. The email reminds them of their cart and includes a link to finish booking.

This is off by default. To enable:

1. Go to Account → Account Info
2. Scroll to find the Abandoned cart recovery emails toggle
3. Turn it on and save

When enabled, customers who leave items in their cart without checking out receive a recovery email after 1 hour of inactivity. The email includes a link to complete their booking. Only one recovery email is sent per cart.

Waiver Reminder Emails#

If SmartWaiver is connected, automated reminders are sent when waivers are pending:

• 24-hour reminder before rental start
• 2-hour reminder before rental start

These are automatic when SmartWaiver is configured — no additional setup needed.

Email Branding#

What's Included#

Emails automatically include:

• Your business name
• Your logo
• Your brand colors
• Your contact information

Setting Up Branding#

Ensure emails look right:

1. Upload your logo in Settings
2. Set brand colors
3. Complete business information
4. Add pickup instructions to locations

Custom Content in Emails#

Pickup Instructions#

Location-specific instructions appear in confirmations. Add them in each location's settings.

Policies#

Your cancellation and rental policies appear in relevant emails. Set them in Settings.

Contact Information#

Your phone and email appear for customer questions. Keep them current in Business settings.

Email Best Practices#

Complete Your Setup#

Before going live:

• Upload logo
• Set colors
• Add all contact info
• Write clear pickup instructions

Keep Information Current#

Update when things change:

• Phone number changes
• Address changes
• Policy updates

Review Periodically#

Check that emails look right:

• Book as a test customer
• Review the confirmation
• Verify all information is correct

What You Cannot Change#

For reliability, core email content is standardized:

• Essential booking details
• Payment information
• System-generated content

This ensures customers always get accurate, complete information.

Troubleshooting#

Customers not receiving emails#

• Have them check spam
• Verify email address correct
• Test with different email

Logo not appearing#

• Check logo is uploaded
• Verify format (PNG/JPG)
• Check file size

Information incorrect#

• Update in appropriate settings
• Business info, locations, etc.
• Changes apply to new emails

Related Articles:

• Business Information
• Notification Settings
• Policies & Terms