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Scheduled Emails

Scheduled Emails allow you to automatically send emails to your customers before or after their booking takes place. This is great for things like reminders, instructions, or follow-up requests.


Features​

  • Create Dynamic Content - Scheduled Emails can be written in either plain HTML or MJML, and also supports ATL syntax to personalise the content for each customer.

  • Send Emails Before or After a Booking - Choose exactly when to send your email relative to the booking time. For example:

    • 1 day before
    • 2 hours after
  • Customise the Subject and Content - Write your own email subject and body using dynamic variables like [[customer_name]], [[booking_time]], and more.

  • Control Timing and Frequency You can set how far in advance (or after) the email should be sent, and disable or delete scheduled emails if needed.

  • Edit Emails Without Affecting Existing Bookings Updating an email creates a new version, so existing scheduled emails continue using the version they were created with—unless you choose to update them all.

tip

For a list of available variables you can use in your emails, see the Variables and Components guide.


Managing Email Templates​

Each Scheduled Email is based on a "template" that defines:

  • Name: Internal name so you can identify it
  • Timing: Whether it sends before or after the booking, and how much time offset (e.g. 1 day before)
  • Enabled/Disabled: Only enabled templates are used for new bookings
  • Content: The email subject and body (with versioning)

You can manage your templates in the Scheduled Emails settings area:

  1. Create a new template for a specific purpose (e.g. "Reminder Email")
  2. Edit the timing and content
  3. Enable or disable it at any time

How It Works​

When a new booking is made:

  • The system looks at all enabled templates
  • For each one, it calculates when the email should be sent
  • It schedules the email (but doesn't send it yet)

These emails are only sent if the booking is still active at the scheduled time.


Cancelling and Reinstating Bookings​

  • Cancelled bookings will cancel any scheduled emails that haven't been sent yet.
  • Reinstated bookings will re-schedule the appropriate emails for that booking's time.

You don't need to do anything manually—this is handled automatically for you.


Tips and Best Practices​

  • Use clear, helpful language in your emails
  • Test with your own email address first
  • Avoid setting emails too far in the future (customers might forget)
  • Consider using "after" emails for review requests or thank-you notes