☰ Contents Page 21 of 27 · Bookings & money

Your emails

From the organiser's Help guide. This is the page an organiser reads inside their own admin, exactly as they see it. On the demo you can read it but not open the admin behind it.

Your Site → Email Templates and Email log

The site sends its own emails — confirmations, receipts, reminders, refunds, credit, waitlist offers, payment links — so you don't have to. Your site in the menu has two screens for them: the templates are what those emails say, and the log is a record of every one that's gone out.

Email templates: what the emails say

Your Site → Email Templates

There's one template for each kind of automatic email. Open one to rewrite its subject or wording, then press Save.

• The words in double curly brackets, like {{ booking.guest_name }}, are filled in for each person — their name, the event, the dates, the amount. Keep them as they are; move them around or delete the ones you don't want. If one is mistyped, the page tells you when you save, so a broken email never goes out.
• Enabled — untick it and that email stops being sent. Tick it again to bring it back.
• Instalment reminders — Payment reminder (3 days) goes three days before a payment is due, and Payment overdue when a due date has passed. Both carry the person's own pay link; reword them here like any other. Neither goes for money they'll pay in cash on the day. Payment overdue goes once unless you set Site Settings → Emails & alerts → Repeat overdue payment reminders every … days (e.g. 7), when it goes again every 7 days until they pay.
• Pass emails — Pass bought (sent when someone buys a pass, with their sign-in link), Book with my pass (sign-in link) (when they ask to book with a pass on a new device) and Pass renewal payment failed (when a renewal doesn't go through). Reword them like any other.
• Booking cancelled by the guest — goes to someone who cancels from My bookings (or whose booking you cancel without a refund), saying what's coming back: money to their card, a class to their pass, or credit. It replaces the usual refund email for that refund. One date of a booking cancelled does the same when they cancel just one date.
• Cancelling and moving — Event cancelled by the organiser goes to everyone booked when you cancel a whole event, saying what they're getting back. Booking moved to another date goes when you move someone's booking.
• Credit given instead of a refund — goes when you give someone credit or cancel their booking for credit, with the amount and the date it can be used until.
• Waitlist emails — Waitlist: a place has come up goes automatically when a place frees up, saying how long it's kept for them. Waitlist promoted goes when you approve someone yourself, with their booking link.
• Place given up: instalment overdue — only if you've set Site Settings → Emails & alerts → Give the place up when an instalment is … days overdue; it tells the guest their place has gone.
• The emails to you (Organiser: new booking, Organiser: new application, Organiser: guest cancelled, Organiser: guest cancelled one date, Organiser: place given up, instalment overdue, Organiser: morning summary) are here too, so you can word those however suits you.
• Morning summary — an optional 7am email to you with today's events and anything that needs you, sent only on days with something in it. Switch it on in Site Settings → Emails & alerts.

Email logs: what's been sent

Your Site → Email Log

Every email the site sends is listed here, newest first: which email, who it went to, when, and whether it was Sent or Failed. It's a record only — nothing to edit.

• “Did they get it?” — search for their email address. If it shows Sent, it left the site; if they can't find it, ask them to check their spam folder.
• Filter by status or by kind of email to see, say, every reminder that went out.
• Failed — open the row to see why (often a mistyped address).

Who the emails come from

• Sender — Site Settings → Emails & alerts. Leave the sender address blank and emails go out from the platform in your name, with replies coming to your contact email. Fill it in only if you have your own sending address set up.
• Telling you — Site Settings → Emails & alerts → Notify new bookings. A copy of every confirmed booking and every application goes to the addresses you list (or your contact email), so you needn't keep checking.