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Email Notifications

3 min read

Email notifications play a vital role in the Webba Booking plugin, as they keep both the service administrators and customers informed about the booking process. These notifications ensure smooth communication, minimize misunderstandings, and enhance the overall booking experience.

How to Setup Email Notifications #

Setting up email notifications in Webba Booking is simple!

Simply go to the Email templates page and edit existing templates or create a new one by pressing the Add Email Template+ button.

Here is a quick video showing how to create it:

Here are all the settings explained:

  1. Name (internal use)
    Simply enter the name for the template for internal use, for easier management.
  2. Enabled/disabled
    Enable/disable the template.
  3. Trigger
    Here’s a list of email notification triggers that trigger an email based on settings applied:
    1. Booking is made by admin: when administrator creates a booking using the backend’s dashboard.
    2. Booking is made by customer: when customer makes a successful booking using an online form.
    3. Booking status changed to “Approved”: if default booking status is not “approved” and administrator changes the status to it.
    4. Booking cancelled by admin: when administrator cancels a booking using the backend’s dashboard.
    5. Booking cancelled by customer: when customer cancels a booking using their dashboard.
    6. Booking cancelled automatically: when system cancels a booking automatically due to timeout settings (e.g. when not paid in certain amount of time)
    7. Booking updated by admin: when administrator makes an update to the booking.
    8. Booking updated by customer: when customer makes an update to the booking.
    9. Booking is paid: when the payment for the booking is successful.
    10. Booking reminder to admin: reminder to administrator when there are X days left (based on settings).
    11. Booking reminder to customer: reminder to customer when there are X days left (based on settings).
    12. New user is created: an email to the customer with their account details where they will be able to manage the booking.
    13. Booking is finished: an email after booking status is changed to “arrived”. This can be used as a thank you message or to send any follow-up information.
  4. Recipients
    You can set who receives the email – customer, administrator, group users (for group booking cases) – or all.
  5. Email subject line
    You can set the email subject line here.
  6. Email body
    You can add the email body right here. Utilize placeholders as necessary to dynamically populate the email with specific booking-related data or variables.
  1. PDF attachment (PRO VERSION ONLY)
    You can send a PDF attachment with the booking emails. Here you will be able to add text that you would like to appear in the PDF.
  2. Attach iCal file (PRO VERSION ONLY)
    Enable this to send a universal iCal file attached to the email which will enable customers to add the booking to their calendars.
  3. Use for all services (yes/no)
    Enable this if the template should be applied to all services you have. If not – leave this disabled and choose individual services that the template should apply to.
  4. Services
    Choose individual services that the template should apply to.

NOTE: DEFAULT TEMPLATES
To make it easy for you, we have created default templates covering every single trigger case.  You can edit them as any other template, however you can’t delete them. If you don’t want to use them, simply disable them.

For further settings, follow this documentation here https://webba-booking.com/docs/email-notification-settings/