Customize a space / equipment location's email templates

Throughout the booking process, patrons will receive automated booking notification emails. Each of these emails uses a template, which you can customize using a combination of text, HTML code, and special template tags that are used to insert information about a booking into each email.

Admin users can customize the following email templates for each location:

  • Verification: when a location has two-step verification enabled, this is the email patrons will receive after submitting their booking. The {{{CONFIRM_URL}}} tag will insert the link a patron needs to click to confirm his or her booking.
  • Lapsed: when a location has two-step verification enabled, this is the email patrons will receive if they do not confirm their booking within the allotted time.
  • Confirmed / Mediated Tentative / Verified: this is the email patrons will receive when their booking is confirmed.
    • If a category has mediation enabled, then this will be sent after the patron submits their booking, letting them know it's pending a decision.
    • If a location has two-step verification enabled, this is the email patrons will receive once they've confirmed their booking via the link provided in the Verification email.
  • Online Payment Receipt: when billing is enabled for a category, this is the email patrons will receive after submitting a successful credit card payment online.
  • Reminder: if a location has enabled reminder emails, this is the email a patron will receive to remind them of their upcoming booking.
  • Check Out: this is the email patrons will receive after checking out their booked equipment, listing all items checked out and their due dates.
  • Due Soon Reminder: this is an email patrons will receive when their checked out equipment is coming due.
    • For hourly bookings, these emails are sent 1 hour prior to the due time.
    • For daily bookings, these emails are sent 24 hours prior to the due date.
  • Overdue: this is an email patrons will receive notifying them that their checked out equipment is overdue. Please note that this email is only sent one time per booking.
  • Mediation Approved: if a category has mediation enabled, this is the email patrons will receive if their mediated booking was approved.
  • Mediation Denied: if a category has mediation enabled, this is the email patrons will receive if their mediated booking was denied.
  • Cancellation Email: if a staff user cancels a booking from within LibCal, they will have the option of sending this email to the patron. If this booking was paid via credit card, it will also include the amount refunded.
  • Online Payment Refund: if a booking was paid via credit card and then cancelled, this is the email patrons will receive when a refund is issued.

Each of these templates includes an optional {{{CATEGORY}}} tag, which allows you to include a message specific to each category. These messages can be customized in each space & equipment category's partial email templates settings. See the Links & Files section below for more info.


Getting there

  1. Go to Admin > Equipment & Spaces.
  2. Under the Manage Locations tab, click on the location's edit () icon in the Action column.
  3. While editing the location, click on the Email Templates tab.

Selecting Equipment & Spaces from the Admin menu

Clicking a location's Edit icon in the Action column

The Email Templates tab


Customizing Templates

  1. Use the Subject field to customize the subject line of your email.
  2. Use the Body text area to customize the message of your email.
  3. Each template has a set of available Email tags listed in the blue box to the right. These will automatically insert information from the booking or booking form into your message to make the emails more personal!
    • Tags are case sensitive, so be sure to enter them exactly as they appear in the list!
    • Each template has a different set of tags, so consult the list if you're unsure which are available.
    • To show content only if a token contains data, put it inside of template tags. For example, if you only want to show the {{{MEDIATED_ROOM_TIMES}}} token if the booking is being mediated, you would use:
      {{#MEDIATED_ROOM_TIMES}}
      This will show if the booking is being mediated: {{{MEDIATED_ROOM_TIMES}}}
      {{/MEDIATED_ROOM_TIMES}}
  4. To see how your email might look in real life, the Preview area will provide a sample using realistic content. This can help you see how content from the various tags will appear.
  5. If you ever want to start over, you can click the Restore Default Template button. This will replace the existing template text with the system's default.
  6. In order for your changes to stick, don't forget to click the Save button!

Example of customizing an email template

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