How to create PPR & Book-out email templates

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Email templates

Merge fields

Create an email template



Email templates


Email templates play a crucial role in automating and standardizing the communication process for PPR and Book-out requests. These templates serve as pre-designed formats for emails sent to pilots, providing consistency and efficiency in conveying information. They are customizable 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 actual data specific to each PPR or Book-out request. When an email is generated, merge fields are replaced with the corresponding information from the request, such as the pilot's name, flight details, and any other relevant details. This ensures that each email sent out contains personalized and accurate information without the need for manual input.

There are three distinct types of email templates available for PPR and Book-out requests, each of which can be customized according to the specific requirements of the airfield. These templates are designed to accommodate various stages and types of communication throughout the request process:

  1. Submitted - This template is used to send an email confirmation to the pilot once their PPR or Book-out request has been submitted successfully. The submitted email template serves as an initial acknowledgment to the pilot, assuring them that their request is in process.

  2. Approved - When a PPR or Book-out request is approved by the airfield, an email is sent to the pilot using the approved email template. This template contains information specific to the approved request. It may also include additional instructions or requirements the pilot needs to be aware of.

  3. Declined - In cases where a PPR or Book-out request is declined or rejected by the airfield, a rejection email is sent to the pilot using the declined email template.


Merge fields


Just like any other email template within RedAtlas, the PPR and Book-out email templates have their own dedicated section of merge fields. These merge fields act as dynamic placeholders that can be easily inserted into the body of the email template by dragging and dropping them.

The drag-and-drop functionality simplifies the process of creating tailored email templates by allowing airfields to effortlessly place the merge fields within the desired sections of the email body. This ensures that the generated emails contain the necessary information from the corresponding PPR or Book-out request, enhancing the overall effectiveness of communication between the airfield and the pilot.

Below is a list of he merge fields available for the PPR email templates. The Book-out templates also provide the same merge fields. However, it's important to note that the dates and times in the Book-out templates pertain to take-offs, while the return information corresponds to landings:

  • 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.
  • Departing (UTC) – Date of the return in the UTC time zone.
  • Departure time (UTC) – Time of the return in the UTC time zone.
  • Departing (Local) – Date of the return in the Local time zone.
  • Departure time (Local) – Time of the return in the Local time zone.
  • Call-sign – Call-sign of the aircraft.
  • Registration – Registration of the aircraft.
  • Aircraft type – Aircraft type.
  • Airfield code – Originating airfield ICAO code.
  • Airfield name – Originating airfield (Destination airfield for Book-outs).
  • Return airfield code – Return destination airfield ICAO code.
  • Return airfield name – Return destination airfield English name.
  • 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.


Create an email template


  1. Go to Admin > Common > Email Templates

  2. Click on + Add to create a new email template or Edit to edit an existing email template.

  3. In the "Settings" section:
    1. Select the type of email template.
    2. If you require the template to be active within a specific date range, please select a start and end date; otherwise, leave it blank.

  4. Fill in the "Sender" section if you require to override the default settings for any messages created using this template. Note that the account used to authenticate to your mail server must have "send as" permissions for the sender's address. Contact the RedAtlas support team for more information.

  5. If you need to send the email to other email addresses, please fill in the "CC" and/or "BCC" fields of the "Recipients". Note that multiple email addresses are allowed in both of these fields.

  6. Create the content of the email in the 'Email' section. Drag & drop the merge fields into the text of the subject line and the email body as required.

  7. Click on .


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