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Documentation

This is the documentation for Webba Booking 5. If you are still using Webba 4 – please go to the old documentation.

Email notifications

Quick links:

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.

Types of email notifications

Email notifications can be sent to both administrators and customers to keep them informed about the booking process. Here’s a list of email notifications that can be enabled on Webba Booking:

Administrator Notifications:

  • On Booking: When a customer makes a booking, service administrators can receive email notifications to stay informed about new bookings. 
  • On Payment Received: Administrators can receive email notifications when a payment is received for a booking.
  • On Approval Copy: Administrators can opt-in to receive a copy of the On Approval emails that is sent to a customer.
  • On Cancellation: If a customer cancels an booking, administrators can receive email notifications to be aware of the cancellation and take any necessary actions, such as rescheduling or refunding.
  • Reminders: Administrators can receive daily notifications about the next day’s bookings.
  • Invoice copy. Administrators can opt-in to receive a copy of the invoice email that is sent to a customer.

Note: In order for an administrator to receive notifications about specific bookings, their email addresses need to be added to the “Users” field of the respective Service.This way you ensure that only the designated administrators receive email notifications for bookings related to that particular Service. 

To add administrators to the “Users” field:

  1. Go to the Services page of the plugin.
  2. Select the relevant Service and click the pencil icon on the right side of the Service to edit it.
  3. In the “General” tab locate the “Users” field.
  4. Add the email addresses of the administrators who should receive notifications for that Service. Note that, administrators need to be added as WordPress “Users”. 
  5. Save the changes.

Customer Notifications:

  • On Booking: After a successful booking, customers receive email notifications confirming their booking details. 
  • On Payment Received: Customers can receive email notifications when their payment is received and confirmed.
  • On Approval: If the booking requires approval from the administrator, customers can receive email notifications once their booking is approved. 
  • On Cancellation: In the event of a cancellation made by the administrator or the customer itself, customers receive email notifications to inform them of the cancellation.
  • On Status change to “Arrived”: Customer can receive a notification after the booking. This can be used as a thank you message or to send any follow-up information.
  • Reminders: Customers may receive reminder notifications before their scheduled booking. 
  • Invoice: Customers can also receive email notifications containing their invoice or payment receipt. These notifications provide customers with a record of their payment and serve as formal documentation of their booking transaction.

How to enable email notifications?

To start using Email notifications they need to be enabled in Settings → Email Notifications. There you can enable or disable particular notifications that you would like to send to administrators or customers. In the toggle editor, you can customize the notification messages.

For more personalized and visual email templates, you have the option to create custom templates on the Email Templates page. These templates allow greater design freedom and can be customized for each service individually. We explain more in the Email Templates section.

When assigning an email template to a service, you have the option to choose between the Default from the Email Notification settings or a template from the Email Templates page. 

How to send automatic email notifications to customers?

On Booking

Step 1. Go to Settings → Email Notifications. 

Step 2. Enable the option: Send booking confirmation email (to customer). 

Step 3. Attach iCal file to the email. Enable this if you would like to add an iCal file to the notification email.

Step 4. In the text field under the Booking confirmation email subject line (booking done by the customer) and Booking confirmation email message (booking done by the customer) specify the subject line of the email that will be sent to the customer. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 5. Click on the Toggle editor next to the Booking confirmation email subject line (booking done by the admin) and Booking confirmation email message (booking done by the admin). Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

On Payment Received

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2.  Enable the option: Send payment received email (to customer).

Step 3. In the text field under the  Payment received email subject line specify the subject of the email that will be sent to the customer. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 4. Click on the Toggle editor next to the Payment received email message. Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

On Approval

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2. Enable the option: Send booking approval email (to customer). 

Step 3.  In the text field under the Booking approval email subject line specify the subject of the email that will be sent to the customer. YYou can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 4. Click on the Toggle editor next to the Booking approval email message. Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

On Cancellation

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2.  Enable the option: Send booking cancelation email (to customer). 

Step 3. In the text field under the Booking cancelation email subject line specify the subject of the email that will be sent to the customer. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 4. Click on the Toggle editor next to the Booking cancelation email message (cancelation done by the admin) and Booking cancelation email message  (cancelation done by the customer). Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

Step 5.  If you use group bookings, enable Send booking cancelation email (to other customers in the group booking). Add the subject line and edit the notification message.

On Status change to “Arrived”

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2.  Enable the option: Send status “Arrived” email (to customer). 

Step 3. In the text field under the Status “Arrived” email subject line specify the subject of the email that will be sent to the customer. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 4. Click on the Toggle editor next to the Status “Arrived” email message. Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

Reminders

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2.  Enable the option: Send reminder email (to customer). 

Step 3. Select how many days before the appointment a reminder will be sent in Send reminders to customers in X days. To send a reminder on the day of the appointment add 0, a day before – 1, two days before – 2 etc. 

Step 4. In the text field under the Reminder email subject line specify the subject of the email that will be sent to the customer. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 5. Click on the Toggle editor to enter the Reminder email message. Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

Step 6. Select Send reminders only for approved bookings if reminders should only be sent to bookings with “Approved” or “Paid (Approved)” status.

Invoice

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2. In the Send invoice to customer select whether you want to send an invoice or not, and if so, on booking, approval. or on payment complete.

Step 3. In the text field under the Invoice email subject line specify the subject of the email that will be sent to the customer. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 4. Set the initial number of invoices in the Current invoice number.

How to send automatic email notifications to administrators?

On Booking

Step 1. Go to Settings → Email Notifications

Step 1. Enable the option: Send booking confirmation email (to admin). 

Step 2. Attach iCal file to the email. Enable this if you would like to add iCal file to the notification email.

Step 3. In the text field under the Booking confirmation mail subject line specify the subject of the email that will be sent to the administrator. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 4. Click on the Toggle editor next to the Booking confirmation email message. Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

On Payment Received

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2.  Enable the option: Send payment received email (to admin).

Step 3. In the text field under the Payment received email subject line specify the subject of the email that will be sent to the administrator. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 4. Click on the Toggle editor next to the Payment received email message. Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

On Approval Copy

Step 1. Set up the On Approval emails for the customers following the instructions above.

Step 2. Enable Send admin a copy of booking approval email.

On Cancellation

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2.  Enable the option: Send booking cancelation email (to admin). 

Step 3. In the text field under the Booking cancelation email subject line specify the subject of the email that will be sent to the administrator. You can also add placeholders (e.g. #appointment_time, #appointment_day, #service_name).

Step 4. Click on the Toggle editor next to the Booking cancelation email message. Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

Reminders

Step 1. Go to Settings → Email Notifications → Advanced Settings. 

Step 2.  Enable the option: Send reminder email (to admin). 

Step 3. In the text field under the Reminder email subject line specify the subject of the email that will be sent to the administrator. You can also add placeholders.

Step 4. Click on the Toggle editor next to the Reminder email message. Use the text editor to edit the email message. To insert a placeholder directly related to the client or booking, use the special buttons: Service Name, Customer Name, Booking date, Booking time, Customer phone, Customer email, Customer comment, Items count or check for more placeholders.

Invoice copy

Step 1. Set up Invoice emails for the customers following the instructions above.

Step 2. Enable Send admin a copy of invoice email

Other email notification settings

From: name

Specify the name that will appear as the sender’s name in the email notifications. You can customize this field to reflect your business or organization’s name or any other desired name for branding purposes.

From: email

Specify the email address from which the email notifications will be sent. You can enter the email address associated with your business or organization to ensure that recipients can easily identify the source of the emails.

Override default reply-to headers with booking-related data

Enabling this allows you to customize the reply-to email address in email notifications based on booking-related data.

When a recipient replies to an email notification, the reply-to address determines where the reply will be sent. With this setting enabled, the reply-to address can be dynamically set based on the booking information, such as the customer’s email address or the service provider’s email address.

By utilizing booking-related data for the reply-to address, you can ensure that replies to the email notifications are directed to the appropriate recipient. For example, if a customer has a question or needs to provide additional information about their booking, their reply will be sent directly to the designated service provider or contact person responsible for handling customer inquiries.

Send copies of admin email notifications to addresses

Add a comma-separated list of emails if you would like to send copies of admin notifications to additional email addresses. This can be useful if you want to keep other team members informed about the booking activity. 

Notifications landing page

Specify a page that will serve as a landing page for actions such as payment or cancellation. When recipients click on links related to payment or cancellation within the email notifications, they will be redirected to this designated landing page.

This page should include the

[webbabooking]

shortcode to ensure that the appropriate functionality is available for payment or cancellation processes.

Email templates

Email templates provide the flexibility to create custom messaging and designs that can be tailored to each specific service.

When you create a service in the Webba Booking plugin, it automatically uses the default email templates configured in Settings → Email Notifications. However, you may have specific business requirements that necessitate personalized communication tailored to each service. This is where Email templates can come in handy.

On the Email Templates page, you have the freedom to create as many templates as needed to meet your unique needs. This allows you to customize the content, layout, and branding of the emails for different services.

By creating service-specific email templates, you can personalize your communication in the best possible way. When creating or editing services, you can easily assign the desired email template to ensure that the emails sent for that particular service align with your specific messaging and branding.

How to create an Email template

On the Email templates page click Add template to create a new template.

  1. Navigate to the Email Templates page and click on “Add Template” to create a new template.
  2. Provide a descriptive name for the template that clearly indicates its purpose and usage.
  3. Write the content of the email template, ensuring that it is tailored specifically for the utilization of a particular service. Include relevant information and personalize the message as needed.
  4. Utilize placeholders as necessary to dynamically populate the email with specific booking-related data or variables.
  5. Click “Save” to save the newly created template.

How to assign an Email template to an email notification

  1. Go to the Services page.
  2. Select the service to which you want to assign the email template and press to edit the service.
  3. Select the type of notification you would like to assign the template to. E.g. Invoice notification template, Booking changes template, ‘On Booking’ notification template, or Reminder notification template.
  4. Click on the dropdown menu and choose the desired email template from the available options.
  5. Save the changes to apply the assigned email template to the service.

Note that in order for the notification to work, that particular email notification still needs to be enabled in the Settings → Email Notifications. 

How to edit an Email template

  1. On the Email Templates page, locate the template you want to edit and click on the pencil icon located on the right side.
  2. Update the content and/or the name of the template as necessary, making any desired modifications or improvements.
  3. Once you have made the necessary changes, click “Save” to save the updated template.

How to delete an Email template

  1. On the Email Templates page, locate the template you want to delete and click on the trash bin icon located on the right side.
  2. Confirm the deletion in the popup window to proceed with the removal.