FAQ content

Spaces & Equipment: Enable reminder emails for space and equipment bookings

In this article

Each location allows you to enable a reminder email that will be sent to patrons prior to the start time of their space and equipment bookings. You can additionally enable "due soon" reminder emails for hourly and daily equipment bookings that alert patrons their bookings are coming to an end. Reminders are optional and can be adjusted or disabled at any time.

When customizing these settings, please keep in mind:

  • They apply to all space and equipment categories in your location.
  • Each location can have its own different settings.
  • These settings cannot be customized for individual categories or spaces/items.

In addition to customizing how far in advance the emails are sent, you can also customize the email templates for these notifications, as well.


Enable reminder emails for a location

  1. Go to Admin > Spaces & Equipment.
Selecting Equipment & Spaces from the Admin menu
  1. Under the Locations tab, click on the location's edit () icon in the Action column.
Clicking a location's Edit icon in the Action column
  1. Under the General tab, in the Email Settings panel, use the Reminder Email dropdown to:
    • Enable the reminder by selecting an advance time between 2 and 48 hours (e.g. if you select 2 hours, then an email will be sent 2 hours prior to a booking's start time), or
    • Disable the reminder with the option, "No reminder email."
  2. Next to Equipment Due Soon Reminder - Hourly Bookings, use the dropdown to:
    • Enable the reminder to be sent between 1 and 6 hours before the equipment is due, or
    • Disable the reminder with the option, "No due soon email."
  3. Next to Equipment Due Soon Reminder - Daily Bookings, use the dropdown to:
    • Enable the reminder to be sent between 1 day and 2 weeks before the equipment is due, or
    • Disable the reminder with the option, "No due soon email."
  4. Click the Save button at the bottom of the Email Settings panel.
The Email Settings panel showing the dropdowns for the Reminder and Equipment Due Soon Reminders.

Customize the reminder email templates

Your location has default email templates, which you can customize if desired. Just head over to the location's Email Templates tab and click on the relevant panels:

  1. Reminder -- for the email reminder sent in advance of space and equipment booking.
  2. Equipment Due Soon Reminder -- for the email reminder alerting a patron that their equipment booking is ending soon.
The Reminder and Equipment Due Soon Reminder email templates
The templates for the Reminder and the Equipment Due Soon Reminder.

In addition, each space category and equipment category has partial email templates that can be inserted into your location's template. When a patron books a space/item from that category, its partial template text will be inserted in the email wherever the {{{CATEGORY}}} tag appears in the location's email template. (Please note that the {{{CATEGORY}}} tag is not included in the reminder email template by default -- you must customize the template to insert it.)


View when the reminder email will be sent for a booking

When a location has reminder emails enabled, a booking's details will include a Reminder status. If the reminder email has not yet been sent for a booking, this will display a timestamp for when it's scheduled to be sent.

​You can view a booking's details via the Booking Grid & AvailabilityBooking Explorer, and (for Space/Seat bookings) Confirmed Bookings tabs of the Spaces and Equipment pages.

The Booking Details panel showing a Reminder status.
The Booking Details panel showing a Reminder status.