Customize the emails 4fleet sends

Goal

Change the subject and wording of an automated email that 4fleet sends to clients, partners or your team, check how it looks and send yourself a test.

Prerequisites

• Your role can edit Communications. Owners and Admins can.
• A mailbox is connected, because test emails and real emails go out through it.
• Your logo and company details are set in Company settings. 4fleet adds them to the emails.

Steps

1. Open Settings > Communications > Email Center. The page lists every email type 4fleet can send, grouped by area.
2. Find the email you want. Type in Search emails or use the recipient buttons above the list, for example All emails or Partners.
3. Check the badge on the row. Types marked Editable can be changed. Types marked System are fixed, and Details only explains when they are sent.
4. Select Preview to see the email with sample data.
5. Select Design email on the row. A window opens with the title "Edit" and the email name.
6. Choose Template language. Pick one language, or All languages (global fallback) for a version that covers every language without its own.
7. Change Email subject and the content. For emails written as text, click a tag under Merge tags to copy it, then paste it where the client's name, date or price should appear.
8. Check the Live preview. Use the example menu above it to see the email for a one-way booking or for a return with stops.
9. Select Save. The message "Template saved" appears.
10. Select Send test. 4fleet sends the saved template to the email address of your own account.

Expected result

The email type uses your new wording. The test email arrives in your own mailbox with the subject starting "[Test]".

Troubleshooting

• If Design email is greyed out, there is no saved template of that type yet. The tooltip says to save a template of this type from the email composer first.
• If Send test is greyed out, you have unsaved changes. Select Save first.
• If saving fails with "Unknown merge tags", you typed a tag 4fleet does not know. Remove it or copy the correct tag from the Merge tags list.
• If a warning says the template contains a day word, the date and time come from the merge tags, and a typed day word is only right when the email is sent the day before. Remove it.
• If a row has a switch, such as "Also send when your team creates a booking", the switch decides whether that email is sent at all. Check it.
• If you changed a language version, the change applies only to recipients in that language. Check the other languages as well.
• If you close the window with unsaved changes, 4fleet asks whether to discard them. Select Keep editing to stay.
• If an email is marked Marketing, unsubscribe and suppression lists apply to it.