Email templates and automation

Email templates

Email templates define the content and layout of messages sent to customers. Instead of writing every email from scratch, you create templates once and reuse them across bookings.

Default templates

Fjellride provides default templates that work out of the box:

• Booking Confirmation — sent when a booking is confirmed
• Booking Cancelled — cancellation notification with optional refund details
• Booking Status Update — general status change notification
• Payment Link — sends a secure payment link to the customer
• Document Delivery — delivers generated documents (contracts, invoices)
• Welcome Email — greeting for new customers

Creating a custom template

1. Go to Settings → Email Templates
2. Click Create Template
3. Choose the template type (Booking, Confirmation, Reminder, etc.)
4. Write your email content
5. Add variables for dynamic data
6. Save

Template formats

Templates can be authored in three formats:

Format	Best for
Handlebars	Dynamic content with conditionals and loops. Use {{variableName}} syntax.
HTML	Full control over layout and styling
Structured	Simple text-based templates with predefined sections

Common template variables

Variable	Output
{{customerName}}	Customer's full name
{{bookingNumber}}	Booking reference number
{{startDate}}	Rental start date
{{endDate}}	Rental end date
{{totalPrice}}	Total booking amount
{{pickupLocation}}	Pickup location name
{{returnLocation}}	Return location name
{{customMessage}}	Operator's custom note

Automation rules

Automation rules trigger actions automatically when events happen in your booking system. No manual intervention needed.

Setting up a rule

1. Go to Settings → Automation
2. Click Create Rule
3. Configure the trigger, conditions, and actions
4. Save and enable the rule

Triggers

Trigger	When it fires
Booking status change	A booking moves from one status to another
Booking created	A new booking is created (any source)
Payment received	Payment is confirmed for a booking
Custom	Manual or scheduled trigger

Conditions

Narrow down when a rule should fire:

• Status change: Specify fromStatus and toStatus (e.g. only when moving from Pending Payment to Reserved)
• Source filter: Only trigger for specific booking sources (storefront, api_key, or manual) — leave empty for all sources

Actions

Each rule can perform one or more actions:

• Send email — select an email template to send to the customer or to your organization's contact email
• Generate document — create a document from a template
• Generate and email document — create the document and send it immediately

Recipient

Choose who receives the automated email:

• Customer — sends to the customer's email on file
• Organization — sends to your organization's contact email (useful for internal notifications)

Example: Complete booking automation

Set up these three rules for a hands-off booking flow:

1. Confirmation email — Trigger: status change to RESERVED. Action: send Booking Confirmation template to customer.
2. Contract generation — Trigger: status change to RESERVED. Action: generate and email a Contract document.
3. Return thank-you — Trigger: status change to RETURNED. Action: send a custom thank-you email to customer.

Limits

The number of automation rules you can create depends on your subscription plan. Check Settings → Subscription for your current limits.