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Automate Booking Communication with Email Notifications

In this tutorial, you will learn how to set up and automate email notifications for bookings in your Bookla platform. You will learn how to install the Email Notifications plugin, configure merchant and client email templates, set up automated reminders, and manage global email settings.

How to add the Email notification plugin​

  1. Go to your Bookla platform account
  2. Go to the section "Plugins" and click the button "Add plugin"
  3. Find the "Email notifications" plugin and click the button "Add"
  4. After adding the plugin, it will appear in the sidebar

Setup​

In this section, you will learn how to configure the Email Notifications plugin step by step. We will go through merchant templates, client templates, reminders, and general settings so you can fully automate your booking communication.

Merchants​

  1. Go to the section "Email notifications"
  2. Click the button "+ Create Merchant Template"
  3. Insert the information:
  • Event Type:
    • Booking confirmed
    • Booking cancelled
    • Booking edited
    • Booking pending
    • Subscription purchased
    • Gift card purchased
  • Resource (optional): You can select specific resources. This is useful if, for example, you run a gym and have added coaches as resources. You can assign each coach their email so they receive notifications for their assigned resource.
  • Recipients: Email recipients
  • Subject: Email subject
  • Body: The text that the recipients will receive

Clients​

  1. Go to the section "Clients"
  2. Click the button "+ Create Client Template"
  3. Insert the information:
  • Event Type:
    • Booking confirmed
    • Booking cancelled
    • Booking edited
    • Booking pending
    • Subscription purchased
    • Gift card purchased
  • Subject: Email subject
  • Body: The text that the recipients will receive
  • Attach QR Code (optional): You can enable this option to include a QR code for the reservation in the email. This can later be scanned to find the booking

Reminders​

  1. Go to the section "Notifications"
  2. Click "+ Create Reminder"
  3. Insert the information:
  • Hours before booking: The reminder will be sent this many hours before the booking starts
  • Subject
  • Body: Here you can write the message the client will receive. You can learn about template variables and types here
  1. Click the button "Create Reminder"

Settings section​

  1. Go to the section "Settings"

Here you have options to set up:

  • Reply-to email: When clients reply to your emails, responses will be sent to this address
  • Sender email: The "From" address on all outgoing emails. This requires a custom domain

Examples​

To see text templates and the variables you can use in email templates, check here

Booking Confirmed for merchant​

New booking confirmed!

Client: {{.clientFirstName}} {{.clientLastName}}
Email: {{.clientEmail}}

Service: {{.service}}
Staff/Resource: {{.resource}}

Date: {{.startDate}}
Time: {{.startTime}} - {{.endTime}}

Booking ID: {{.bookingId}}

{{if .tickets}}
Tickets:
{{range $key, $value := .tickets}}
- {{$key}}: {{$value}}
{{end}}
{{end}}

{{if index .pluginData "addons" -}}
Selected Add-ons:
{{- range $index, $addon := index .pluginData "addons"}}
- {{index $addon "Name"}} x {{index $addon "Quantity"}} - {{index $addon "Price"}} {{index $addon "Currency"}}
{{- end}}
{{- end}}

{{if index .metaData "notes"}}
Client notes: {{index .metaData "notes"}}
{{end}}

Booking Confirmed for client​

Dear {{.clientFirstName}} {{.clientLastName}},

Your booking is confirmed 🎉

Service: {{.service}}
With: {{.resource}}

Date: {{.startDate}}
Time: {{.startTime}} - {{.endTime}}

Booking reference: {{.bookingId}}

{{if .tickets}}
Tickets:
{{range $key, $value := .tickets}}
- {{$key}}: {{$value}}
{{end}}
{{end}}

{{if index .pluginData "addons" -}}
Selected Add-ons:
{{- range $index, $addon := index .pluginData "addons"}}
- {{index $addon "Name"}} x {{index $addon "Quantity"}}
{{- end}}
{{- end}}

{{if index .metaData "notes"}}
Notes: {{index .metaData "notes"}}
{{end}}

We look forward to seeing you!

Best regards,  
{{.company}}

Notifications for clients​

Hello {{.clientFirstName}} {{.clientLastName}},

Just a friendly reminder that your booking is coming up in 24 hours

Service: {{.service}}
With: {{.resource}}

Date: {{.startDate}}
Time: {{.startTime}} - {{.endTime}}

Booking reference: {{.bookingId}}

{{if index .pluginData "addons" -}}
Your add-ons:
{{- range $index, $addon := index .pluginData "addons"}}
- {{index $addon "Name"}} x {{index $addon "Quantity"}}
{{- end}}
{{- end}}

{{if index .metaData "preparation_instructions"}}
Preparation: {{index .metaData "preparation_instructions"}}
{{end}}

See you soon!
{{.company}}

You have now successfully configured automated email notifications for your bookings. You can continue customizing your templates and settings at any time to better match your workflow and communication style.