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Booking Reminder Emails

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Booking reminder emails are sent automatically to your customers a few days before their booking. They help reduce no-shows and give customers a chance to let you know if their plans have changed.

Enabling Reminder Emails

Reminder emails are configured in Calendar Settings:

  1. Go to Settings > Calendar Settings

  2. In the Reminder Days field, enter the number of days before a booking that the reminder should be sent. For example, entering 3 will send a reminder email 3 days before each booking.

  3. Save your changes.

To disable reminder emails for your entire venue, clear the Reminder Days field and save.

Customising the Email Content

There are two reminder email templates - one for confirmed bookings and one for provisional bookings. You can customise both in Email Template Settings:

  1. Go to Settings > Email Templates

  2. Find Booking Reminder Email (Confirmed Bookings) and Booking Reminder Email (Provisional Bookings)

  3. Edit the subject line and body text as needed

You can use personalisation tags such as [Contact_Name], [Name], [Venue_Name], and [BookingsTable] to include booking-specific details automatically. See Email Templates for the full list of available tags.

Disabling Reminders for a Specific Customer

If a customer does not wish to receive reminder emails, you can disable them on the customer record:

  1. Go to the customer's page and click Edit

  2. Set the Reminder Emails toggle to Do not send reminder emails

  3. Save the customer record

When reminders are disabled for a customer, no reminder emails will be sent for any of their bookings.

Disabling Reminders for a Specific Booking

You can also disable reminder emails for an individual booking without affecting other bookings for the same customer:

  1. Open the booking and click Edit (or set it when creating a new booking)

  2. In the More section, set the Reminder Email toggle to Do not send reminder email for this booking

  3. Save the booking

This works the same way for repeat bookings. When you change the setting on a repeat booking, it applies to all bookings in the series.

Note: The Reminder Email toggle is only available on the booking form when reminder emails are enabled for both your venue and the customer. If the customer has reminders disabled, you will see an explanatory message instead of the toggle.

Customer Opt-Out

Every reminder email includes an Unsubscribe from reminder emails link at the bottom. If a customer clicks this link, they will be taken to a page where they can confirm that they no longer wish to receive reminder emails. Once confirmed, no further reminders will be sent to that customer.

If a customer has opted out and you need to re-enable their reminders (for example, if they contact you to ask for them again), you can do so by editing the customer record and turning the Reminder Emails toggle back on. You will be asked to confirm that you have the customer's permission before the change is applied.