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How to create email templates
Email templates play a crucial role in automating and standardising the communication process between the airfield and its customers. These templates serve as pre-designed formats for emails sent to customers and visiting pilots, providing consistency and efficiency in conveying information. They are customisable and allow airfields to tailor the content and appearance of the emails according to their specific requirements.
Additionally, RedAtlas provides the functionality to incorporate merge fields within email templates. These merge fields act as dynamic placeholders within email templates that are populated with real data. When an email is generated, merge fields are replaced with the corresponding information, such as the customer's name, financial data, flight details, and any other relevant details. This ensures that each email sent out contains personalised and accurate information without the need for manual input.
To create an email template:
- Go to Admin > Common > Email Templates
- Click on + Add to create a new email, or on to edit an existing one.
These are the different sections of the email template editing screen:
Settings
This section is to select the email template type and the date range.
Template type - select an email template from the list. See in the list below what each email template is used for:
- Invoice - to issue ad-hoc invoices.
- Credit-note - to issue credit notes.
- Quote - to issue quotes.
- Payment on account receipt - to issue a receipts for a taken payment.
- Invoice payment receipt - to issue a paid invoice.
- Fuel receipt - to issue a fuel sale receipt.
- Scheduled invoice - to issue a scheduled invoice.
- PPR Approved - to issue a confirmation email for an online PPR submission that has been accepted by the airfield.
- PPR Declined - to issue a confirmation email for an online PPR submission that has been declined by the airfield.
- PPR Submitted - to issue a confirmation email for an online PPR submission that has been received by the airfield.
- Public Book-Out Approved - to issue a confirmation email for an online Book-Out submission that has been accepted by the airfield.
- Public Book-Out Declined - to issue a confirmation email for an online Book-Out submission that has been declined by the airfield
- Public Book-Out Submitted - to issue a confirmation email for an online Book-Out submission that has been received by the airfield
- Booking confirmation - under construction
- Booking Quote - under construction
From - select a starting date for this email template to come into force (this can be left blank)
- To - select a finish date for this email template to stop (this can be left blank)
Sender
This section is used to set the email box from which emails are sent.
- From - the email address from which the email is sent.
- Sender - the email address that the email recipient sees as the sender's address.
- Reply - the email address that the recipient replies to.
Recipients
This section can be used to send a carbon copy or a blind carbon copy to any additional email addresses.
Email
This section is used to edit the subject line and the content of the email.
Each email template has the ability to insert merge fields in the subject line and the body of the email. These merge fields act as dynamic placeholders that can be easily inserted into the body of the email template by dragging and dropping them. This information can include a pilot or customer name, email address, invoice number, flight details, or any other data that you have stored or generated within RedAtlas. When the email is sent, the merge fields are automatically replaced with the relevant information for each recipient, creating a unique, personalised message.
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Every email template contains 3 sections of merge fields, with the first two being common to all templates (“Airfield” and “Customer”) and the third being unique to each template.
Merge fields
Common merge fields
These two merge field sections are the same across all email templates:
Airfield
This section renders the information from the airfield’s Firm Settings (Admin > Common > Firm Settings).
- Name - airfield name.
- Company registration number - company registration number.
- VAT registration number - airfield VAT registration number.
- Email address - Airfield’s main contact email address.
- Telephone number - Airfield’s contact telephone number.
Customer
This section renders the information from the customer record (Accounts > Customer Admin > “Details” tab).
- Customer number - RedAtlas customer number.
- Name - customer’s name.
- Contact name - customer’s contact name.
- Account number - customer’s external account number/reference (this matches the account/reference number in the main accounting system).
- Email address - customer’s email address.
Unique merge fields
Every email template includes a unique section of merge fields, and each of them is listed below:
Invoice
- Number - invoice number.
- Date - date of the invoice.
- Total net - total net amount of the invoice.
- Total VAT - total VAT od the invoice.
- Total gross - total gross amount of the invoice.
Credit Note
- Number - credit note number.
- Date - date of the credit note.
- Total net - total net amount of the credit note.
- Total VAT - total VAT amount of the credit note.
- Total gross - total gross amount of the credit note.
Quote
- Registration - aircraft registration.
- Total net - total net amount of the quote.
- Total VAT - total VAT amount of the quote.
- Total gross - total gross amount of the quote.
Payment on account receipt
- Date - date of the receipt
- Reference - the payment reference that is filled in (if needed) during the payment process, such as using the PDQ machine reference, to validate the receipt with the PDQ payment.
- Type (payment or refund) - populates a text string with either 'payment' or 'refund'.
- Amount - total amount of the receipt
- Payment method - the payment method used for the payment.
Fuel receipt
- Date - date of the fuel uplift.
- Registration - aircraft registration.
- Quantity - quantity of fuel in Litres.
- Product - fuel or oil type.
- Docket # - fuel docket number.
- Declaration - renders any declarations that have been selected on the fuel uplift screen.
- Signature - the signature that was taken from the pilot..
Scheduled invoice
- Number - invoice number.
- Date - date of the invoice.
- Total net - total net amount of the invoice.
- Total VAT - total VAT amount of the invoice.
- Total gross - total gross amount of the invoice.
PPR and Book-Out (Approved / Declined / Submitted)
Below is a list of he merge fields available for the PPR email templates. The Book-out templates also provide the same merge fields.
- Booking reference - PPr=R Bookingreference.
- Date (UTC) – Date of the arrival in the UTC time zone.
- Time (UTC) – Time of the arrival in the UTC time zone.
- Date (Local) – Date of the arrival in the Local time zone.
- Time (Local) – Time of the arrival in the Local time zone.
- Call-sign – Call-sign of the aircraft.
- Registration – Registration of the aircraft.
- Aircraft type – Aircraft type.
- MTOW - Maximum take-off weight of the aircraft.
- Airfield code – Originating airfield ICAO code.
- Airfield name – Originating airfield (Destination airfield for Book-outs).
- Pilot name – Name of the pilot entered in the online form.
- Pilot email address – Email address of the pilot entered in the online form This email address is used to send the automated confirmation emails.
- Pilot telephone number – Contact telephone number entered in the online form.
- People on board – People on board the aircraft.
- Passenger count – Passengers on board the aircraft.
- Instructions – Any instructions entered in the optional fields of the online form.
- Departing (UTC) – Date of departure in the UTC time zone.
- Departure time (UTC) – Time of departure in the UTC time zone.
- Departing (Local) – Date of departure in the Local time zone.
- Departure time (Local) – Time of departure in the Local time zone.
- Departure airfield code – Destination ICAO code.
- Departure airfield name – Destination airfield name.
- Departure people on board – Departure PoB.
- Departure passenger count – Departure passengers on board.
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