Notifications, Text Overrides and Advanced Settings
Many of the fields on this page have default values set when you create your event using Contribute. Use the button at the top of the page to see the defaults and edit them.
Communications
Bookings uses templates created in the Comms Manager to send out emails and customise some of the text displayed on the booking forms. Each template has one or more variants, and this section of the scheduling form lets you pick the variant you'd like to use.
Email and Message Template Configuration has more information about the templates, and the tokens you can use when writing them.
Booking Form Text
This drop-down lists the available overrides you can use to customise the text that will appear on your booking forms. Overrides are set in the configuration end point and explained in more detail in the Bookings Text Overrides article. If you are unsure which to pick, use "Default".
Booking Confirmation Email
This drop-down field lists all of the "Booking confirmation" templates in the Email and Message Template Configuration. Select the one you'd like to use.
Calendar File
Check this box to include an appointment iCal file the user can import into their calendar. This option can be disabled globally by the
Booking Reminder Email
This option will only appear if "Booking reminder" email templates exist in the Email and Message Template Configuration. Tick the box to reveal the following:
Reminder Email Message
Pick one of the templates configured in the Email and Message Template Configuration.
Reminder Email Time
Pick the length of time prior to the start of the event that the reminder email should be sent.
The options are: 1 hour before, 2 hours before, 1 day before, 2 days before, or custom, which allows you to enter an ISO 8601 (opens new window) duration.
Booking Complete Email
This optional email is sent at the end of the event when it "completes". It is sent to everyone who booked onto the event, and is useful if you want to send out a link to a feedback form. This option will only appear if "Booking complete" email templates exist in the Email and Message Template Configuration.
Payment Confirmation Message
This drop-down field lists all of the "Successful payment" templates in the Email and Message Template Configuration. Select the one you'd like to use.
Terms and Conditions
Enter either an article ID or a full URL (including the https:// prefix) to display a link to the event's terms and conditions to a user during the booking process. Users have to accept the terms and conditions (using a checkbox) before paying for their booking.
Leave this field blank to disable terms and conditions.
Reservations
Normally bookings are made and paid for at the same time. If enabled in the Bookings Configuration, you can allow users to reserve places and confirm/pay later. These settings will only appear if reservations are enabled.
See Reservations for more information.
Enable Reservations
Tick this box to enable reservations for this event.
Reservation Confirmation Email Message
Pick the email template to use when a reservation is made.
Cancel Reservation Time Period
Enter a time duration in ISO 8601 (opens new window) format. If reservations aren't confirmed by this time before the event starts, they'll automatically be cancelled.
Reservation Cancellation Email Message
Pick the email template to use when a reservation is cancelled, or select "Don't send an email".
Reminder Email
Tick this box then pick a email template and time before the start of the event to send a reminder email. Up to three reminders can be set up.
Additional
Capture Contact Number
Tick this box to display a contact number field on the booking form. If you request a phone number you can then choose whether phone, email, either, or both are required fields on the booking forms.
Allow Notes
Tick this box to allow bookers to add notes to their booking at the point they pay (either online or during the cash payment process). Notes are emailed to the address entered here, using the "Notes" template in the Email and Message Template Configuration.
Require Offline Reference
If this box is ticked, any users able to register offline payments will also have to enter a reference number for that payment when confirming bookings.
Bookings Plugins
If plugins have been enabled in the Bookings configuration, they will be listed in this drop-down field. The selected plugin will be displayed to the user during their booking, before payment is taken. If no plugins are present, the field displays "not configured".
Enable Basket
If you are using Multiple Payments basket, tick this box to enable integration between the two products. Users will be able add tickets to the payment basket. See Basket Integration.
Use Packages
Whether or not you want to create packages of tickets for this occurrence. Tick this box to create tickets later in this form.
You might disable packages to create events that don't need booking (a Christmas market in a town centre) or if you use the article extras of your event template to link to an external booking URL.
Packages can be disabled globally in the Bookings configuration end point.
Allow Cancelling
If this box is ticked, users will be able to cancel their booking when viewing it in the User Requests (or Self Service) template via My Account.
If you allow cancelling, pick the messages and email template you'd like to use (set in the Email and Message Template Configuration) from the drop-downs.
Bookings doesn't have a built-in way to handle refunds, so enable this with caution, but you can use the Data Exporter to generate an Export of Cancelled Bookings. Bookings can also be cancelled by staff members/event organisers using the Move, Update or Cancel Bookings and Reservations form.
Organiser Notifications
There are three options for notifications. By default notifications are not enabled.
- "Notify me of each booking" will send an email to the entered email address when each booking is successfully paid for. If an event is free the email will be sent as soon as a package is booked
- "Notify me when X places left" will send an email when the set number of places is reached
