Standard Email Settings

Using Email to communicate with customers is a vital part of any business.  The settings described in this article control how email is utilized by your company within Limo Anywhere.


Access the Standard Email Settings

  1. Click on My Office on the Limo Anywhere toolbar
  2. Click the Company Settings tab
  3. Click the Email Templates and Settings Button
  4. Click the Standard Email Settings tab
  5. The settings are divided into five sub headings described below.  The default Limo Anywhere setting is in brackets <>.

General Settings


Use user’s email address as default From address:  <No>  Select Yes or No  The default setting means the company's General email address as established in My Office > Company Settings > Contact Information is used as the from address for all emails sent.  If Yes is selected the individual System User's email address as set up in the y Office > Company Settings > System Users profile s used as the from address for all emails sent.

Do not select secondary email addresses on Email/Fax dialog by default: <No>  Select Yes or No.  The default setting means that if an account has a secondary email address when an email is sent it will send to both addresses.  If Yes is selected and an account has multiple email addresses and email sent will only go the the primary email for the account.
Always include PDF version (attachment):  <Yes>  Select Yes or No.  The default setting will send a PDF copy of any form (Confirmation, Trip Sheet, Invoice) as an attachment to an email sent.  Selecting No will disable automatically attaching the PDF.   In either case the default setting can be changed when the email  is sent by clicking the PDF attachment option box.
Email New Confirmations On First Save:  <No>  Select Yes or No.  The default setting will  not send an email confirmation anytime a new reservation is saved for the first time.   Selecting Yes will send an email confirmation anytime a new reservation is saved for the first time. 
Resend Modified Confirmations On Save: <No>  Select Yes or No.  The default setting will  not send an email confirmation anytime a new reservation is saved,   Selecting Yes will send an email confirmation anytime a new reservation is saved. 
 
Send Copies of All Outgoing Confirmations to Reservation Email (in Company Information)<No>  Select Yes or No.  The default setting will not send a copy of emails to the company's Reservation email address as established in My Office > Company Settings > Contact Information.  Selecting Yes will copy the company's Reservation email address on all outgoing email confirmations.  
Email New Confirmations to Booking Contacts:  <No>  Select Yes or No.  The default setting will not send a copy of new confirmations to the Booking contact if present in a reservation.  Selecting Yes will copy the Booking contact on a new confirmation if present in the reservation.

Click Update My Email Templates to save

Header Templates

Header Templates automatically form email text above the form included in the email.  Templates can be created for the following email occurrences.

  • Online Reservations "Accepted" Message
  • Online Reservations "Rejected" Message
  • New Confirmation Message
  • Change Confirmation Message
  • Payment Receipt Message

Click Update My Email Templates to save

Invoices


Email Invoices Upon Submission: <Yes>  Select Yes or No.  The default setting will send a copy of the invoice to the Billing Contact email address automatically when the invoice is first saved.  Selecting No will disable the automatic send and require the invoice be sent by clicking the Email/Fax button on the invoice screen.

New Invoice Message:  This acts as the email header template when a new invoice is sent, and will appear above the invoice form within the email.

Click Update My Email Templates to save

Notifications

Notifications control how the Limo Anywhere user is notified when Accounts or Reservations are created online or through a Farm-in event.

Notification email for new accounts created by customer:   Enter an email address that6 would be notified if a new account is created by a customer in the Online Reservation System.

Notify Primary Contact of New Online Reservations, Modifications, and Cancellations: <No> Select Yes or No. Default choice will not notify primary contact when a trip is created modified, or cancelled via the Online Reservation System, or by an affiliate Farm-in.  Selecting Yes will notify the Primary Contact via SMS text message if a phone number and provider, and or email address are entered for the Primary Contact.
Notify Primary Contact of Quote Requests: <No> Select Yes or No. Default choice will not notify primary contact  when a new quote request is created via the Online Reservation System, or by an affiliate Farm-in.  Selecting Yes will notify the Primary Contact via SMS text message if a phone number and provider, and or email address are entered for the Primary Contact.
Primary Contact: Cellular # / Wireless Provider:   Enter the mobile phone number and provider of the Primary Contact to enable SMS messaging of the above notifications.  SMS is email converted to text so the provider is required to create the SMS address. Primary Contact Email:  Enter the email address of the Primary Contact to enable emailing of these notifications. 

Repeat these steps to set up an Alternate Contact for notifications.

Click Update My Email Templates to save

Document Mapping


Document Mapping allows the designation of forms within a form class (Customer, Driver, or Affiliate) to be designated in place of the default forms.   If the preference is to send out a Customer Trip Sheet and not the Standard Confirmation that can be designated with Document Mapping.   Document Mapping also is very useful for those Limo Anywhere companies that are utilizing the optional Custom Forms Module.

Use Custom Document Mapping:  <No>  Select Yes or No.  The default setting disables Document Mapping and the default forms would be used in each case. Selecting Yes allows for alternate forms to be selected for each default form.

For each default form on the left a form can be selected by clicking the drop down list to the right of the default form name.   Only forms in the same class (Customer, Driver, or Affiliate) will be displayed.  Standard Forms will be displayed first followed by any Custom Forms built using the Custom Form Module.

Click Update My Email Templates to save

 
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