Rentopian’s Scheduler add-on allows you to create and schedule custom emails using templates. Follow these steps to set one up:
1. Navigate to Templates
In the left-hand menu, expand Scheduler.
Click on Templates to view your list of templates.
2. Add a New Template
Click the green Add Template button.
If you have multiple locations, select the correct one.
Enter a Title and a Subject Line for your email.
Choose a Type:
Transaction – provides the most shortcode options.
Invoice – focused on payment and balances.
Client – general client-related emails.
3. Set Recipients
Add additional recipients if needed.
Change the Reply-To address if you want responses sent somewhere other than your default email address.
4. Edit Email Content
Type your email into the content box using the formatting tools.
If you already have HTML/CSS code, click View → Source Code and paste it in.
5. Use Shortcodes
Click the three-dot menu to view available shortcodes.
Company Details shortcodes add business information.
Custom Tags add client or transaction details.
Clicking a shortcode inserts it at your cursor’s location in the email.
6. Attach Documents (Optional)
Choose to attach:
A copy of transaction details (like a quote or order)
A copy of invoice details
The invoice as a PDF file (Invoice PDF)
A packing list
7. Save Your Template
Click the green Save Template button.
You’ll be returned to the template list with a green success message at the top.
Target Who Gets the Email
When you set up a scheduled email, you can add conditions so it only goes out for the right transactions. Go to Scheduler → List, open or create a scheduled email, and add a condition. Some of the conditions you can use:
Venue Address – send only for transactions going to certain venues. Venues show with their name, address, and city.
Managed By – send only for transactions handled by certain team members.
Sales Person – send only for transactions tied to certain salespeople.
Created By – send only for transactions created by certain team members.
Delivery Address Type – send different emails for deliveries to a client address and deliveries to a venue address.
You can pick more than one value for each of these conditions. That way, one schedule can cover several venues or several team members.
Any time someone creates, changes, or deletes a scheduler, it shows in the User Actions report.
Need Help?
If you have any questions about creating custom emails with the Scheduler add-on, contact our team at [email protected].