Events Setup

Contract Events are used to:

• Record contract changes

• Trigger system updates

• Generate emails

• Feed reports

• Drive integrations and scheduler jobs

Events are controlled through Posting Classes.

Client Set-Up

Create a New Event

1. Navigate to:
   Fleet → Controls → Accounts → Posting Classes

2. Click New

3. Enter:

   • Class Code

   • Name

   • Group (optional – not required)

4. Tick:

   • Event? (required)

5. If applicable, also tick:

   • System Event (if created by scheduler job)

6. Select any additional event checkboxes as required.

Save the record.

Catch-e Set-Up (If Required)

Contact your Account Manager if you want the event to:

• Send an email

• Be created by a scheduler job

• Be created by a scheduler job and send an email

Additional configuration is required for these features.

Custom Lists for Event Fields

You can configure defined lists for:

• Event Value field

• Event Description field

Value and Description lists can be used:

• Independently

• Together

Restricted Events (Cannot Use Custom Lists)

The following event types cannot use Value or Description lists:

• Cost Centre Change (CC)

• Division Change (DIV)

• Driver Change (DRIVER)

• Registration Change (RC)

If records are created for these events in list tables:

• They will automatically be set to Inactive by a scheduler job.

Coded Events

Below are standard coded events and their system behaviour.

A — Accident

• Creates history-only maintenance record.

• Appears on Accidents Report.

• Amount can be entered but:

  • Not shown in Maintenance screen.

  • Not shown in Accidents Report.

• Event description does not sync with maintenance description.

COC — Certificate of Currency

• Sends email to Driver.

• Attaches Certificate of Currency (COC).

• Can include:

  • Static attachments

  • Additional attachments via Attach function

• Channel-specific templates supported.

• Supplier record must have correct COC Template assigned.

CC — Cost Centre Change

• Records vehicle allocation to Cost Centre.

• Only existing Client Cost Centres allowed.

• Use ? search to select.

• Date field determines reporting allocation date.

• Allocation (%) defaults to 100.00.

• Multiple Cost Centres allowed:

  • Enter same Date.

  • Percentages must total 100.00.

• Last Cost Centre entered displays on Contract tab.

DIV — Division Change

• Assigns or reassigns Division.

• Must be active Division in Clients → Divisions.

• Division shown on Contracts → Contract tab.

• If contract copied:

  • Division blank.

  • No event created.

• Accepting a Quote with Division:

  • Creates this event automatically.

DRIVER — Driver Change

• Enter driver surname or use ? search.

• If unique → auto-completes.

• If not unique → search popup appears.

Important:

• Enter effective date in Date field.

• Required for accurate FBT reporting.

• Blank date causes FBT reports to show “Unknown”.

Optional:

• Enter Odometer reading.

• Validates reading.

• Creates maintenance ODO record.

New contracts:

• Use Contract Start Date.

PORTAL — Driver Claim Portal

• Created when claim lodged in Driver Portal.

• Email confirmation sent.

• Optional Driver Portal setting.

ECM — Employee Contributions

• Records after-tax running cost contributions.

• Populates ECM field on FBT screen.

EVCHARGE — EV Charging Method

Select Value:

• Actual Cost

• Home Charging

• Home Charging Percentage

Controls Driver Portal fuel/charging behaviour.

FBTA — FBT Declaration Advice Email

• Advises Driver to submit FBT reading.

• Validates driver email.

• If invalid → “Driver email invalid!” alert.

• Can send even if Contract FBT Email flag = No.

  • Flag only restricts bulk process.

FBTD — FBT Declaration Email (One-Time URL)

• Sends secure URL.

• Allows FBT submission without login.

• Email validation applies.

• URL active in email (not in tooltip).

• Can send even if Contract FBT Email flag = No.

FBTC — FBT Confirmation Email

• Auto-generated when FBT reading submitted.

• Includes:

  • Odometer

  • Date

FC — Fuel Card Sent

• Records date fuel card sent.

• Can generate advice email.

INF — Infringement

• Recommended:

  • Use Amount field for demerit points.

• Other fields = free text.

• Client Defaults note may display.

INFD — Infringement Email to Driver

INFC — Infringement Email to Client

LOC — Location Change

• Enter location (free text, 255 chars).

• Updates Contracts → Contract Location field.

• Tooltip shows full text.

• If event deleted:

  • Location updated accordingly.

LOCBK — Location Change Booking

• Created when booking condition updates location.

• Can also be entered manually.

• Updates Contract Location.

• Deleting event updates location.

LOG — Log Book Entry

• Value options:

  • Business

  • Private (customisable)

• Enter trip end Odometer.

• Used to calculate Business Usage %.

• Business Usage manually entered on FBT screen.

LRV — Lease Replacement

• Value = replacement vehicle registration.

• Amount = number of days.

NON — Non Use Days

• Amount field = number of days.

• Populates FBT Non Use Days field.

NOTE — Contract Notes

• Free text note entry.

MRN — Recall Notice

• Alert displayed if Client Default Recall Notice Note exists.

RC — Registration Change

• New contracts default Reg No = “ORDER”.

• This event updates Contracts → Reg Number.

Validations:

Cannot save blank Reg Number.

If registration already used on active contract (same state):

• Warning displayed.

• OK = override

• Cancel = return to edit mode

REGL — Registration Label Sent

• Records date renewal label sent.

• Can generate letter (PDF).

• Default address stored in Clients → Contract Defaults.

• Separate settings for:

  • Novated

  • Non-novated

RN — Reimbursement Notification

• Created automatically when claim posted.

• Sends approval notification to Driver.

• Not sent if Driver → Finance “Stop BECS” is checked.

• Description populated with approval number.

Swann Tyre & Rim Events

SWANTRPN — Proposal Number

• Created when Quote accepted (if Tyre & Rim included).

• Value = next proposal number.

• Only one per contract.

SWANTRPS — Proposal Sent

• Records date/time sent to insurer.

SWANTRPR — Policy Received

• Stores policy number and documents.

TLN — Toll Notice (No Email)

TLND — Toll Notice Email to Driver

TLNC — Toll Notice Email to Client

TLNSD — Statutory Declaration (No Email)

Contract Event Email Setup

Event emails are generated from templates.

If new email setup is required:

• Complete Contract Event Email Request form.

• Send to Catch-e Support.

Typical charge:

• 1.5 hours new setup

• 1 hour modification

Client Set-Up for Event Emails

1. Create Posting Class

   • Tick Event checkbox.

2. Complete Contract Event Email Request form:

   • Class Code

   • Email Type (Text or HTML)

   • Sender Name & Address

   • Recipients (To/CC/BCC)

   • Subject

   • Body

   • Static attachments (if required)

3. Refer to:

   • Contract Event Email Placeholders page

   • Use available placeholders in body text.

Send completed form to Catch-e Support.

Catch-e Technical Set-Up (System Level)

System configuration includes:

• gbtemplates:

  • template name = pdfcontracteventemail_message

• sub_name = postingclasscode

• mailsendername / mailsenderaddress:

  • Optional (leave blank for user sender)

• template_id linked to posting class

• gbtemplaterecipients:

  • Store recipients

• gbtemplateattachments:

  • Store static attachments

• Supplier → Account:

  • COC Template must be assigned for COC events

Set-Up Diagram

A printable version of the system diagram is available separately.

Useful Query

Example SQL to review event email configuration:

select pc.posting_class_code,
 pc.system_event_flag,
 t.template_id,
 t.name,
 t.sub_name,
 t.mail_sender_name,
 t.mail_sender_address,
 t.mail_subject,
 t.mail_message,
 t.mail_message_format,
 t.mail_footer_flag,
 tr.type,
 tr.name_from_field,
 tr.address_from_field,
 tr.status_flag
from gb_templates as t
inner join gl_posting_classes as pc on pc.template_id = t.template_id
left join gb_template_recipients as tr on tr.template_id = t.template_id
where t.name = 'pdf_contract_event_email_message'
and pc.system_event_flag = 'no';