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.

ECMR — Employee Contribution Required

Employees can be required to record after tax contributions made in the Driver or Employee Portal instead of claiming the costs.

This event allows you to record the required amount that should be lodged before claims can be made again by the driver.

Entered amounts are recorded as ECM events.

EVCHARGE — EV Charging Method

Select Value:

  • Actual Cost

  • Home Charging

  • Home Charging Percentage

Controls Driver Portal fuel/charging behaviour.

ENQUIRY — Driver Portal Enquiry

Records enquiries made by drivers in the Driver or Employee Portal.

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.

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';