The templates used in the emails and other messages generated by Bookings is set using the "Communications Template Manager". Various tokens can also be added to your templates which will be substituted with the correct values before the emails are sent or message displayed.
Booking Complete
This optional email is sent when the event "completes". The default behaviour is for Bookings to tidy up and complete events four hours after their scheduled end time (this grace period can be changed in the Bookings configuration end point using the
The email is sent to everyone who booked onto the event, and the template you'd like to use is picked when the event is scheduled.
Booking Confirmation
The booking confirmation email is sent to the person booking the event once they have paid for their packages. If the event is free the email is sent as soon as the package is booked. The variations of this template will appear in the drop-down of the form used to schedule occurrences.
QR Code
To include a QR code in the confirmation email, add the
For example:
<img src="{{qrCodeImg}}" width="150" height="150" alt="{{_businessKey}}"/>
Tokens
| Token | Description |
|---|---|
| isAssisted | Will be true if Bookings is being used via Assisted Service, allowing a different message to be displayed |
| form_WORKFLOW | The business key (booking reference) |
| fixedPrice | The total paid |
| packagesSold | Package information held in an array. You can add details of all packages purchased by the user using:{{#each packagesSold}} |
| qrCodeImg | A QR code including the business key of the booking, see above |
| form_EMAIL | The booker's email address |
| form_EVENTNAME | The name of the event (the article heading) |
| form_LOCATION | The location of the event (the article heading) |
| form_LOCALEBOOKABLEID | The event article ID |
| form_LOCALELOCATIONID | The location article ID |
| form_NAME | The name of the booker |
| form_NOTES | Notes added by the booker |
| form_PAYID | Payment transaction ID (could be blank for offline payments or match the workflow business key for some providers) |
| form_PAYINGBYCASH | True if offline payment was taken |
| form_PRETTYDATE | The event date and time |
| form_QUANTITY | Number of tickets bought |
| form_SHOWDATES | Returns true/false if dates were/weren't shown on the form |
| form_TEL | The bookers phone number |
Booking Moved
Confirmation sent to the booker when their booking is moved by an admin user using the Move, Update or Cancel Bookings and Reservations form.
Tokens
| Token | Description |
|---|---|
| BOOKINGBK | The booking reference number |
| form_EMAIL | The booker's email address |
| form_NAME | The booker's name |
| form_EVENTNAME | The name of the new event (article heading) |
| form_LOCATION | The name of the new location (article heading) |
| form_LOCALELOCATIONID | The new location article ID |
| form_PRETTYDATE | The date and time of the new event |
| form_OLDEVENTNAME | The name of the old event (article heading) |
| form_OLDPRETTYDATE | The date and time of the old event |
| form_SHOWDATES | Returns true/false if dates were/weren't shown on the form |
| packagesSold | Package information |
Booking Reminder
A reminder email sent out prior to the event. Reminder emails are configured when The Event Scheduling Form - Scheduling Event Occurrences.
Cancel Booking Email
Sent when a booking is cancelled. The same tokens as in the confirmation email (above) are available.
Cancel Booking Message
Not an email but the text displayed on screen when an admin user cancels a booking.
Cancelled Event
This email is sent to all users who have booked onto an event if it gets cancelled. The administrator cancelling the event has the option to send this email or write one of their own. This template only uses a single default variation.
Tokens
| Token | Description |
|---|---|
| EVENTNAME | The name of the event |
| form_BOOKABLEID | The ID of the event article |
| PRETTYDATERANGE | The date and time of the event |
| form_ENDDATETIME | The end time in ISO format |
| form_STARTDATETIME | The start time in ISO format |
| form_LOCATION | The name of the location |
| form_LOCATIONID | The ID of the location article |
Manifest
These templates are used by the "Email all" function of the Event Manifest. Each variant will appear as an option in the "template" drop-down when composing the email.
Your templates can use the tokens {{form_NAME}}, {{form_EVENTNAME}}, {{form_LOCATION}} and {{form_PRETTYSTARTTIME}}.
Notify X Places Left
This email is sent to the email address entered when an event occurrence is created. It will be triggered once the number of places remaining reaches the number defined. This template only uses a single default variation.
Notify Each Booking
This email is sent to the email address entered when an event occurrence is created. It is triggered after each booking is made. This template only uses a single default variation.
Notify Notes
The email sent to the "notify notes" email address when a booker adds additional notes at the payment stage of their booking.
Reservations
These three templates are used if Reservations are enabled.
- Reservation cancellation - Sent when the reservation is cancelled by the user or the expiry task (so needs to cater for both)
- Reservation confirmation - Sent when a reservation is made
- Reservation reminder - Sent as part of the reminder schedule
Tokens
| Token | Description |
|---|---|
| packagesSold | Package information held in an array. You can add details of all packages purchased by the user using:{{#each packagesSold}} |
| emailUpdateLink | A link to complete the booking. This token will be substituted automatically to use either the anonymousUpdateUrl or userRequestsUrl (both set in the Bookings configuration) depending on whether or not the user has an account |
| form_EMAIL | The booker's email address |
| form_EVENTNAME | The name of the event (the article heading) |
| form_LOCATION | The location of the event (the article heading) |
| form_NAME | The name of the booker |
| form_PRETTYDATE | The event date and time |
Successful Payment Message
The message is displayed once payment has been made. The variations of this template will appear in the drop-down of the form used to schedule occurrences.
Tokens
| Token | Description |
|---|---|
| _businessKey | The booking reference number |
| fixedPrice | The total paid |
| form_EMAIL | The booker's email address |
| form_EVENTNAME | The name of the event (the article heading) |
| form_INSTANCEBK | The business key of the event itself |
| form_LOCATION | The location of the event (the article heading) |
| form_NAME | The name of the booker |
| form_PAYINGBYCASH | True if offline payment was taken |
| form_PRETTYDATE | The event date and time |
| isAssisted | Will be true if Bookings is being used via Assisted Service, allowing a different message to be displayed |
| packageQuantity | Number of tickets bought |
| packagesSold | Package information held in an array. You can add details of all packages purchased by the user using:{{#each packagesSold}} |
Updated Event
Not an email but the text displayed on screen when an admin user updates an event.
