Skip to main content

Customer Emails - How Automated Emails Work

8 min read Intermediate For Owner Updated about 2 months ago
Quick Answer
RecSystems automatically sends emails for booking confirmations, payment receipts, and reminders. Emails use your business name, logo, and colors from your account settings. Email content is standardized for reliability.

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

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:

Frequently Asked Questions

Can I customize confirmation emails?
Emails use your business name, logo, and colors from your branding settings. The core content ensures customers get accurate, reliable information.
What emails does RecSystems send automatically?
Booking confirmations, payment receipts, cancellation confirmations, reminder emails, and receipt emails.
Can I add custom text to emails?
Your policies and pickup instructions are included in relevant emails. Add custom content through your settings.