Understanding the default email templates in email settings

Overview

This module explains how to configure and manage default email templates in OpsDriver. These templates automate communications across quotes, bookings, payments, customer portals, and dispatch workflows—improving consistency and saving time.

1. Accessing Email Template Settings

Step-by-Step Instructions:

1. Go to Company Setup > Email Setup > Email Settings

2. You’ll see a list of system-triggered email templates, each tied to a specific action or feature

These templates determine the messaging sent to customers when key events occur (e.g., booking confirmations, payment receipts, portal activation, etc.)

2. Understanding Template Triggers

Below are the key templates and where each is triggered:

Quote Button Responses (Customer Portal / Quote Widget)

• Triggered when customers interact with quote buttons (e.g., accept, reject) via:

  • Website widget

  • Quote email button

• Template defines the follow-up message after their response

Customer Portal Activation

• Triggered when you send a portal invite from a contact record

• Template provides the login link and temporary password setup instructions

3. Booking Email Templates

Booking Details Template

• Triggered when you click Send Booking Details on the booking screen

• Includes itinerary and initiates the sign & pay process

Assigned Contract Template

• Triggered when you click Send Contract in the signed contract section of a booking

• Used to re-send already signed documents

Booking Canceled Template

• Triggered when a booking is canceled and you choose to notify the customer

• Sends a customizable cancellation message

4. Payment & Invoice Email Templates

Payment Confirmation

• Triggered after recording a payment

• Pops up with an option to send an acknowledgment to the customer

Invoice Template

• Triggered when sending an invoice from the Invoices tab

• Attaches the invoice PDF and optionally includes related documents (booking, statement)

Payment Request (Non-Invoice)

• Triggered when clicking Send Payment Request from a booking

• Useful when customers are paying up front and don’t need an invoice

5. Affiliate & Dispatch Templates

Affiliate Work Ticket

• Triggered when sending trip details to a third-party affiliate

• Sent from the Dispatch View

Dispatch Details to Drivers

• Triggered when using Send Dispatch Details to email a driver their trip info and link to download their work ticket

6. Customizing and Managing Templates

Each template can be customized for:

• Subject line

• Message body

• Placeholders (e.g., {customer_name}, {quote_total})

You can update templates directly in the Email Setup screen and preview them before saving.

Best Practices

• Use clear, professional language and personalize where possible

• Keep template messages concise and action-oriented

• Periodically review templates for brand tone and accuracy

• Label templates clearly for easy management