4.2.2 Scheduled Emailing – User Guide
Platform: Yelowsoft Dispatch System
📧 Overview
Scheduled Emailing is an automated communication feature in the Yelowsoft dispatch platform that allows the system to send pre-configured emails to customers, drivers, and admin teams based on system-triggered events. It serves as a flexible, cost-effective, and detailed alternative to SMS notifications.
📬 What is Scheduled Emailing?
Scheduled Emailing enables automated emails to be sent to registered email addresses when specific actions are performed within the system. These actions may include:
- Trip-related updates
- Account activation or deactivation
- Document submission or verification
- Password setup/reset
- Payment confirmations
- Promotional or informational content
The feature ensures all parties are consistently informed with rich and customizable email content.
🔑 Key Benefits of Email over SMS
| Feature | SMS | |
|---|---|---|
| Cost-Effective | Often chargeable per SMS | Typically free or lower cost |
| Formatting | Plain text only | Rich formatting (bold, color, images) |
| Length Limit | Limited character count | Long-form content supported |
| Branding | Not customizable | Full branding and HTML supported |
🛠️ Admin Capabilities & Configuration
Yelowsoft gives full control to admins to manage how emails are sent:
Trigger-Based Email Sending
Emails are automatically triggered by key system events such as:- Trip assigned, started, or completed
- Password reset requests
- Driver onboarding steps
- Document status updates
Custom Email Templates
Admins can:- Create and edit reusable templates
- Customize content in any language
- Add dynamic placeholders (e.g., name, trip ID)
- Format text using HTML (bold, color, tables, etc.)
- Include logos and brand elements
Custom Subject Lines
Each email template allows the admin to set or edit the subject line to make the message more relevant and professional.
✍️ How to Configure Scheduled Emailing
- Login to the Yelowsoft Admin Panel
- Navigate to Settings → Scheduled Emailing
- Select the desired system event (e.g., “Trip Completed”)
- Edit or create an email template:
- Add/edit subject line
- Add message body with formatting
- Use placeholders for dynamic content
- Save and enable the email event
The system will now automatically send the configured email when the associated event is triggered.
📤 Real-World Use Cases
- A customer receives an email after completing a trip with full trip details.
- A driver gets an onboarding guide when their account is activated.
- An admin is notified when a driver's documents are submitted.
- Promotional emails can be sent with graphics and CTAs to boost bookings.
💼 Final Thoughts
Scheduled Emailing is a powerful feature that complements SMS by offering rich, customizable, and cost-effective communication. Whether it's an operational update or a promotional campaign, email ensures that all stakeholders stay informed in a professional and branded manner.