Integrated Email in EZRentOut

Integrated Email

The Integrated Email feature enables you to manage all your Order Emails using EZRentOut. Order Emails are emails relating to individual Orders that are sent to and received from customers. The ability to manage these on EZRentOut means you can view customer queries, update Orders accordingly, and then respond to customers – right from the Order Detail Page. This streamlines the rental process and allows you to be a lot more responsive when it comes to your rental business.

Order Emails don’t just refer to your personal communication with a customer, but also includes all the system-generated emails (called Alerts) that are sent to customers by EZRentOut. Of course, for this to work, the specific alert would have to be enabled under More → Alerts → Customer Alerts. Read our blog to learn more about Customer Alerts.

Getting Started with Integrated Email

To begin using this feature, go to Settings → Add Ons → Integrated Email, and click Enabled.

Integrated Email Setting

You can then go to Settings → Company Settings → Company Profile → System Generated Emails and enable the setting. This allows you to to set the ‘From Name’:

System Generated Emails

This is the name your emails will be sent out from. Note that the ‘From Email’ and ‘Reply To Email’ are set by default.

Of course, to send emails to customers, the option to ‘Send customer email alerts’ must be enabled. This can be accessed when adding a new customer, or editing the details of an existing customer. This option is enabled for all customers by default

Send Email Alerts

Sending an Order Email

To send an Order Email, go to any Order and click the email icon. This is highlighted below:

Email Icon

This will open up an overlay where you can write up an email, attach an Order Printout, and send it on to your customer. You can read our blog to learn more about sending emails in EZRentOut. Click the ‘Send Email’ button when you’re done.

Email Overlay

Note: Users will not be able to CC individuals in their emails if they are on an EZRentOut trial.

All messages such as this, customer responses to them, and Alert emails related to an Order will be collected within EZRentOut.

There are two ways you can view this communication chain.

Integrated Email for Individual Orders

Order Emails related to a specific Order will show up on a tab at the very bottom of that Order’s Detail page.

Emails Explained

Here’s all the information you can view on this screen:

  • The number next to the Order Mails tab shows the number of Active emails.
  • A list of all incoming and outgoing emails is shown on the left.
  • The title and content of an email can be searched using the search bar.
  • You can sort your emails by Ascending and Descending Dates.
  • Filters can be applied for Active and Resolved emails. You can set the status for an email by marking it as Active or Resolved by clicking the blue button at the top of an email (as shown in the image above).
  • Replies can be sent to customers directly from here.
  • You can expand or collapse an email using the + or – buttons next to the subject titles on the right.

The system will also tell you if your message failed to be sent successfully. For example, you could have entered an invalid email address:

Invalid EmailCurrently, you can only send Order Printouts to customers when you first send them an email. However, you can still send any documents and images attached to an Order in your replies to them. If you must send an Order Printout at this stage, simply attach it under the ‘Documents and Images’ tab at the bottom of the Order Detail Page and attach it to a reply email.

Note: If you want to view an email you just sent out, you must first refresh the Order Detail Page. This might take a few minutes to show up.

Integrated Email for All Orders

In addition to viewing email chains about individual Orders, you can also view emails relating to all your Orders by clicking on the email icon highlighted below:

Email Notifications

This view is similar to the one found on an Order Detail Page, but includes all Order Emails sent to customers.

Order Emails Tab

Note: If you want to view an email you just sent out, you must first refresh this page. The refresh icon next to the ‘Order Emails’ heading lets you do this easily. Emails might take a few minutes to show up.

A Note on System Generated Emails

Please note that the ‘From’ and ‘Reply To’ email addresses defined in the ‘System Generated Emails’ setting will not be applied for Orders when this Add On has been enabled. Instead, they will be replaced by system generated email addresses to track replies from customers.

The EZRentOut team is working hard to add more functionality to this feature. If you have any questions or feedback, write to us at support@ezrentout.com!