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Sending emails
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You can send emails to your guests manually. You can do this by opening a booking. All communication is stored per booking.
Send an email manually
To manually send an email to a guest, you need to open the related booking first.
- Click on a booking.
- Click on Messages (or expand the booking to full screen, as shown below).
- Type a message in the field and click on the send button.
Send an email after you confirmed a booking
When you work with Booking requests instead of Instant bookings, you must manually confirm bookings and update the guests.
- Click on a booking.
- Change the status from a booking to Confirmed.
- Click on Messages.
- Click on the arrow button near Pending > Confirmed (Notify guest)
- The Booking request confirmed template will be used.
- Click on the green arrow button to send the email.
Send an invoice to the contact(s) of a booking
When you work with Booking requests instead of Instant bookings, you must manually update the guests about the invoice that you generated.
- Click on a booking.
- Click on Messages.
- Click on the arrow button near Invoice (number) created.
- Type your message and click on the green arrow button to send the email.
Send an email from a template to the contact(s) of a booking
- Click on a booking.
- Click on Messages.
- Click on the tab Select template and select a template.
- Click on the green arrow button to send the email.
Learn how to edit the email templates below.
Automated emails
You can send automated emails to your guests. This is part of the Booking flow.
Templates
By default, there are two email templates. These are part of the Automated emails from the Booking flow.
Booking submitted
This email is sent when a guest submits a booking request, automatically.
Payment received
This email will be sent automatically when someone pays with Stripe. When you mark a payment as received manually, you will need to manually send this email.
Edit templates
You can manage and edit the templates of emails that you can send manually.
- Click on a booking.
- Click on Messages.
- Click on Select template.
- Edit an existing template or add a new one.
Variables in an email
A variable is a placeholder that will be replaced by actual data when you send the email. For example, when you add {{arrival_date}} into a template, this piece will be replaced by the actual arrival date of the booking. Like May 18, 2024. You can add a variable by clicking on the {x} icon in the editor.
Variables
| Variable | Description |
|---|---|
{{address}} | The address of the guest |
{{arrival_date}} | The arrival date of the booking |
{{departure_date}} | The departure date of the booking |
{{duration}} | The duration of the booking in nights or days |
{{email}} | The email address of the guest |
{{first_name}} | The first name of the guest |
{{last_name}} | The last name of the guest |
{{name}} | The full name of the guest |
{{organization_name}} | The name of your Organization |
{{phone}} | The phone number of the guest |
{{product_name}} | The name of the rental unit |
{{reference}} | The reference of the booking |
{{subtotal}} | The subtotal amount of the booking |
{{total}} | The total amount of the booking |
| Extra variables in invoice related emails | |
{{invoice_reference}} | The reference of the invoice |
{{invoice_date}} | The date of the invoice |
{{invoice_total}} | The total amount of the invoice |
| Extra variables in payment related emails | |
{{payment_total}} | The total amount of the payment |
{{payment_paid}} | The amount that is paid |
{{payment_due_at}} | The due date of the payment |
Add a private note to a booking
- Click on a booking.
- Click on Messages.
- Click on the Private note tab.
- Compose your note.
- Click on the green arrow button to save the note.
Email settings
You can edit the settings via Settings.
Show Bookingmood branding in emails
You can show or hide the reference of Bookingmood in the emails that are sent.
Email grouping
You can group the emails that Bookingmood sends related to the same booking in the same thread. You can also let Bookingmood send all emails as separate emails, so they are not threaded.
Email sender
By default, all emails that are sent have Bookingmood bookings@bookingmood.com as sender. If you want emails to be sent via your own name and domain name, you can set that up under Settings at the Emails section. You will have to add some DNS records. If you don't know how to do this, please ask your hosting provider or webmaster to add them. Note that this only works for domain names that you own yourself. Email addresses from services like Gmail, Outlook and others can't be used.
Last modified January 31, 2024
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Send an email manuallySend an email after you confirmed a bookingSend an invoice to the contact(s) of a bookingSend an email from a template to the contact(s) of a bookingAutomated emailsTemplatesBooking submittedPayment receivedEdit templatesVariables in an emailVariablesAdd a private note to a bookingEmail settingsShow Bookingmood branding in emailsEmail groupingEmail sender