How do I use an email template

If you’ve not created an email template yet, check out the FAQ How do I create an email template for instructions.

Hire-X enables you to send emails using templates from a number of different places within your webshop portal.

Sending Emails to a Customer

If you want to send an email to a customer that does not related to an order, for instance an email about a promotion you are running, follow these steps:

  1. Click Customers from the menu on the left hand side of the webshop portal.
  2. Click on the customer you want to send an email to.
  3. On the customer details page, click New Email, on the right hand side of the page.
  4. Select an template from the list and your email content will be automatically loaded.
  5. Press Send to send the email

Sending an Email with the Order Attachments

To send an email from an order that automatically attaches the order details and the hire terms and conditions (in PDF format), follow these steps.

  1. Click Order from the menu on the left hand side of the webshop portal.
  2. Click on the order you want to send the documents from.
  3. On the orders details page, click Email Order Documents, from the bottom of the page.
  4. Select an template from the list and your email content will be automatically loaded.
  5. Press Send to send the email – the files will to automatically attached.

Sending Other Emails Relating to an Order

If you want to send an email to a customer in relation to a specific order, for instance sending an email updating them about an issue, follow these steps.

  1. Click Order from the menu on the left hand side of the webshop portal.
  2. Click on the order you want to send an email about.
  3. On the orders details page, click New Email, on the right hand side of the page.
  4. Select an template from the list and your email content will be automatically loaded.
  5. Press Send to send the email

Editing the Email Content

When your template content has loaded, any smart tags, such as the customer name, will be replaced with the real values, saving you a lot of time.

If you need to change the email content, you can easily use the text editor to add or delete any information, but remember, you will only be changing this email, not the original template.

How do I create an email template

Hire-X enables you to create and use email templates when contacting your customers. These templates are great for quickly sending standard emails, such as details about a quote, order confirmation documents and even responses to common questions, such as you opening hours and delivery instructions. Basically, if you have an email that you write all the time, it’s a candidate for a template.

The create a template follow these steps:

  1. From your webshop portal, select the Templates option from the menu on the left.
  2. Give your template a name – this should be something that help you identify the template when you need to select it.
  3. Enter the subject of the email (this is displayed to the customer)
  4. Use the text editor to create the body of the email.

Using the text editor is fairly straight forward. You can choose from a number of basic formatting tools, such as bold text and numbered lists. You can also add links to resources on the web, such as product information.

At the bottom of the text editor are a number of smart tags that you can insert into the email. These will be replaced with the appropriate value from the customer or order you are sending the email from. There are two types of smart tags. The first group apply to email sent from a customer or from an order, while the second group only apply to emails sent from an order.

Check out the FAQ How do I use an email template for more information about using templates to speed up your order process.

How do I Allocate Stock to an Order?

When you have more than one item of a particular product sometimes it’s handy to allocate a specific item to an order. Hire-X enables you to have more granular control over your inventory, so you can better track your stock and ensure your assets are well maintained.

Allocating stock items to an order is completely optional, so if you don’t want to allocate stock, you don’t have to. If you do, here’s what you need to do:

  1. Add stock items to your product
  2. Open the relevant order (it can be in any status)
  3. Click the Allocate button on a product line
  4. Select the stock item to allocate and click Save

How do I set up Stripe?

Stripe is a payment gateway that enables businesses to capture payments from customers online using credit cards and debit cards.

Hire-X enables you to take payments for your hires directly from the orders screen. You can process payments for the whole order value, or for a partial amount, such as a deposit.

To integrate Stripe into Hire-X, follow these steps:

  1. Log in to your Hire-X Webshop
  2. Select Site Settings from the menu on the left hand side
  3. Scroll down to the Integration section
  4. Click on the Connect button located beside the Stripe field
  5. Enter your Stripe keys and press Update

How do I use Xero with Hire-X?

Xero is a popular accounting system used by small businesses around Australia and indeed the world.

Hire-X enables you to create invoices in Xero directly from your orders screen. You can choose to create an invoice for the full amount, or partial amount of the order, giving you the flexibility to run your hire business anyway you like.

To link Hire-X to Xero you need to authorise the Hire-X ‘app’. This is easily achieved by following these steps:

  1. Log in to your Hire-X Webshop
  2. Select Site Settings from the menu on the left hand side
  3. Scroll down to the Integration section
  4. Click on the Connect button located beside the Xero Company field
  5. You’ll be transferred to a Xero page requesting authorisation

When you have successfully connected Hire-X to Xero you can click the Yes button on the popup to refresh your Hire-X Webshop settings.

Is there a free trial?

All subsciptions come with a 14-day, free trial. During the trial you’ll have access to all the features Hire-X has to offer.

You can cancel at any time during the 14-day trial and you’ll not be charged.