Settings → Communications. Owners only, and it is reached from the settings hub rather than the sidebar, so open Settings first.
Three separate things live here: emails to your customers, alerts to your team, and the address everything comes from.
Who the emails come from
Customer-facing from address and Customer-facing sender name decide what a customer sees in their inbox. The sender name defaults to your business name if you leave it blank.
Worth getting right before you switch anything else on — this is the identity on every automatic email below.
Emails to customers
Each of these is a toggle:
- Deposit receipt — sent at booking.
- Balance payment early heads-up — a warning before the balance is taken.
- Balance due warning — with its own "days before pickup" setting, 3 by default.
- Pre-arrival reminder — roughly 24 hours before the hire starts. There is a whole screen for this one; see Set up pre-arrival emails.
- Security hold placed — when a bond hold goes on at pickup.
- Return day reminder.
- Post-return thank you.
- Bond released — when the hold is voided after return.
- Post-hire charge breakdown — when you charge for fuel, damage or mileage after the hire.
Turning one off stops it for every booking, so if you only want to skip it for one customer, handle that on the booking rather than here.
Alerts to your team
- New booking received — immediately on a completed booking.
- Modification request — a customer asking to change a booking.
- Bond released.
- Booking cancelled.
- Balance charge failed.
- Morning pickup digest — a scheduled email each morning at 6:30am New Zealand time.
Three more can be switched to real time rather than waiting for the daily summary: pre-checkin completions, bond releases, and pending-payment bookings. They default to the summary, which is usually the right call unless you are actively waiting on one.
Urgent SMS to staff mobiles
Separate from everything above, and off by default.
When on, it texts every active staff member with a mobile number saved — but only for pickups within 48 hours of a booking or cancellation. It is for the ones you genuinely need to know about before you next open your email.
These are billed per message via ClickSend, so switching it on costs money per text. Set an SMS sender ID so staff know who it is from.
If you use the maintenance module, a second toggle texts staff when the daily fleet check finds something critical — an expired warrant or registration, or an overdue service. It needs urgent SMS on first.
Two different SMS systems, and it is worth keeping them straight. The texts on this page go to your staff, through ClickSend. Texts to customers — pickup-day reminders and broadcasts — go through a different provider and are set up elsewhere. Turning this on does not text a single customer.
Things worth knowing
- Turning an email off does not delete anything. The booking still records what happened; you just stop mailing about it.
- The 6:30am digest is New Zealand time, whatever your own hours.
If it did not work
- You cannot find the page. It is owner-only and lives in the settings hub, not the sidebar.
- Customers say emails come from the wrong name. Set the customer-facing sender name; blank falls back to your business name.
- Staff are not getting urgent texts. Check the toggle is on, that each staff member has a mobile saved, and that the pickup is genuinely within 48 hours — outside that window it does not send.