Fleetola talks to your renters for you - the signing link, the receipt, a reminder the day before rent is due. Thirteen automatic emails, each sent under your name and logo, and every one editable under Settings → Messages. If your setup cannot send one - the payment emails without the Payments section, say - it is not in your list.
Change the wording
- Open Settings → Messages and pick an email.
- Edit the subject, heading, body, the highlighted note and the button label.
- Click a token chip - {first_name}, {amount}, {vehicle} - to drop live data into the text. Tokens fill with the real values when the email sends.
- Save. Your edits are exactly what sends - the preview only swaps sample data into the tokens.
- Reset puts the standard wording back.
Where to find it: Settings → Messages
An email you never touch sends the standard wording, and that is a safe default: the welcome email's standard wording even adapts itself, promising renters only the portal sections you actually give them.
Pause one email, or all of them
Every email has its own Sending / Paused switch, so you can pause the overdue notice without touching the receipts. Two have no switch: the password reset and the signup invite are each the only way into an account, so they always send.
All email notifications under Settings → Messages → Email, above the emails themselves, is the master switch. Off stops every automatic email to you and your renters at once - except password resets, signup invites and team invites, which no switch can stop. Locking someone out of an account is never a preference.
When they go out
Most send the moment something happens: the receipt when an online payment goes through, the signed-agreement confirmation when the renter signs. Some run on a clock. The pick-up reminder goes 24 hours before a day hire is collected, and the return reminder 24 hours before any dated hire is due back - both only between 8am and 8pm your time. The payment reminder goes out the day before a payment falls due, at about 9am in your timezone. The overdue notice is checked daily and chases an unpaid amount at most once a week. The licence expiry warning starts 30 days before the licence runs out and repeats at most fortnightly.
The timezone under Settings → Business is the clock these run on: it decides which day counts as tomorrow, and which payment counts as overdue today.
One renter didn't get it
Renters have their own switch. Email me about my rental, in their portal settings, mutes your automatic emails to that renter alone - reminders, receipts, the licence warning. The same switch sits on their customer record, and Fleetola asks you to confirm before you override a mute the renter may have set themselves. Password resets and portal invites still reach a muted renter. The contract-signing email does not - when it is skipped, Fleetola hands you the signing link to give them yourself.
Tip: Pausing or muting an email never pauses the money. Rent still falls due and late fees still build, whether the reminder went out or not.
SMS
The SMS tab shows the six texts word for word, as your customers receive them. They are switched on under Text messages on the same screen - see Text messages to your customers.