How to add email notifications based on booking status

With booking status notifications, you can trigger an email based on the booking status, for example, if it changes to PAID.

You can use additional booking status notifications to support custom booking statuses, product-specific messages, staff-only alerts, and more!

You set up the notifications to meet your business needs, including specifying the subject line, sender address, reply-to address, recipient list, relevant products, and the content and format of the message.

Read further to learn how to add email notifications based on booking statuses or find answers to frequently asked questions.

Using the system's default booking status notifications By default, the system provides you with the following booking status notifications: Booking Reserved Booking Paid Booking Cancelled Booking Deposit You can add new email notifications or edit the default notification. Learn how to edit email notifications here: How to edit email notifications

Are you new to notifications? Learn more here: Setting up email notifications

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Adding booking status email notifications

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Follow these steps to add a booking status email notification:

1. Go to the Notifications area (Configuration > Notifications).
2. Select + New Notification to open the New Notification page.
   
   
   
   
3. Enter a custom Subject of the email. The subject line can include standard system email or custom variables you may have created in the booking form field editor.
   
   
   
   
4. Enter an optional Name to help staff identify the notification. The field supports up to 100 characters.
   
   
   
   
5. Choose Booking Status as the Notification Type. You can create multiple notifications for each status.
   
   
   
   
6. Open the Booking Status dropdown menu to choose which booking status triggers the notification to send.
   
   
   

   Notifications trigger when the status of a booking changes, for example, to Paid or Cancelled.

7. Choose whether the notification is immediately sent when triggered or is Scheduled to be sent by the system later in the Deliver section.
   
   
   
   You can schedule notifications for an hour, day, week, or month before or after the booking - start date, end date, or creation date.

   
   
   
   

   For example, you can schedule the email notification to be sent by the system a day before you have planned the booking to start.

   Email notifications you have scheduled the system to send days, weeks, or months before or after the booking are delivered at the same hour they were created. For instance, if the system creates a booking at 11 a.m. on Tuesday and the scheduled notification is two days before the booking, it is sent at 11 a.m. on the scheduled day. You can only schedule Per hour notifications up to 48 hours before or after a booking. These notifications use midnight of the scheduled date to trigger emails for day and night inventory. Occasionally, mail can be delayed due to volume (including unscheduled mail), but it generally aligns with the above time frames.

   New scheduled notifications are sent for existing bookings if the booking status matches the one set in the notifications.

8. Add an optional From email address to let the recipient know who has sent the notification. By default, this is the email address associated with your account (Account > Setup > Company > Email Address).
   
   Select Change to set up a custom 'from' address in an outbound email via our integration with Postmark.
   
   
   
   
9. Add an optional Reply To address for recipients to reply if they have questions or comments for your organization. If not customized here, this defaults to the current 'reply-to' email address setup in the Postmark integration.
   
   
   
   
10. Select options within the Recipient list to decide who should receive the notifications. You can send notifications to staff members, partners, and customers simultaneously.
    
    
    
    
11. Choose the message format to send the notification in HTML, Text, or both formats.
    
    
    
    

    We recommend formatting the email using HTML when embedding an invoice or requiring special formatting. However, it is best to supply both text and HTML. When you provide both options, the recipient's mail client determines which format to display based on their preferences.

12. Apply the notification to select (or all) products in the Apply To section, e.g., Kayak Rental. Click the arrow to the right of each category to view the list of individual products.

    
    
    

    When different products, with various notifications, are added to the same booking, the customer receives an email for each product rather than one notification containing all the information.

13. Enter email content as HTML or Text. You can use supported email variables in the email body.
    
    
    
    

    While editing an HTML email, you can switch between the text editor and source mode by clicking the < > button in the toolbar. Text email cannot contain formatting elements such as bold, colors, or HTML. If you wish to override the default CSS included with outgoing email, include a <body> tag in your notification. You can also include some default styling.

    Learn more about adding custom content to notifications here: How to add personal and custom content to email notifications using variables

14. Include an optional short notification description in the Internal Notes field. You can set the notes to appear in the notifications table. This field supports up to 280 characters. 
    
    
    
    
15. Select Create (or Save) after you finish setting up the notification.
    
    

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Frequently asked questions

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Where can I quickly find this feature using the menu?

• Configuration > Notifications

What permissions do I need to use this feature?

• Admin permissions or restricted permissions are required to manage notifications.