Booking emails to guests
Plan availability: basic plus premium
Quick look: Booking > Messages | Settings > Email (open in Bookingmood)
You can send emails to your guests. The emails can be sent manually, but some parts can also be automated.
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.
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.
Click on a booking.
Click on Messages.
Click on the arrow button near Invoice (number) created.
The Invoice created template will be used.
Click on the green arrow button to send the email.
Click on a booking.
Click on Messages.
Click on the tab From template and select a template.
Click on the green arrow button to send the email.
Learn how to edit the email templates below.
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.
You can edit the templates via Settings > Emails.
⚙️ Click here to open the Email settings page in Bookingmood
This automated email is sent when a guest submits a booking request.
When you change the status of a booking request to Confirmed, you have the choice to send an email to inform the guest.
When you change the status of a booking request to Pending, you have the choice to send an email to inform the guest.
When you change the status of a booking request to Rejected, you have the choice to send an email to inform the guest.
When you generate an invoice, you have the choice to send an email to inform the guest.
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.
Scheduled emails are sent automatically on a predefined moment:
X days before arrival
X days after arrival
X days before departure
X days after departure
Click on + New template > Custom scheduled email to create your own automated 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.
You can edit the settings via Settings > Emails.
⚙️ Click here to open the Email settings page in Bookingmood
You can show or hide the reference of Bookingmood in the emails that are sent.
Adds a button that links to an online booking page, where your guests can find everything about their booking. Check the example.
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 seperate emails, so they are not threaded.
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 here. 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.
Bookingmood sends emails via the email address automated@bookingmood.com. If you want your guests to be able to reply to the emails that Bookingmood sends, you can add reply-to addresses. If you don't add a reply-to address, your guests won't be able to reply to emails that Bookingmood sends.
Quick look: Booking > Messages | Settings > Email (open in Bookingmood)
You can send emails to your guests. The emails can be sent manually, but some parts can also be automated.
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
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
Click on a booking.
Click on Messages.
Click on the arrow button near Invoice (number) created.
The Invoice created template will be used.
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 From template and select a template.
Click on the green arrow button to send the email.
Learn how to edit the email templates below.
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.
Edit templates
You can edit the templates via Settings > Emails.
⚙️ Click here to open the Email settings page in Bookingmood
Booking request received
This automated email is sent when a guest submits a booking request.
Booking request confirmed
When you change the status of a booking request to Confirmed, you have the choice to send an email to inform the guest.
Booking request pending
When you change the status of a booking request to Pending, you have the choice to send an email to inform the guest.
Booking request rejected
When you change the status of a booking request to Rejected, you have the choice to send an email to inform the guest.
Invoice created
When you generate an invoice, you have the choice to send an email to inform the guest.
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.
Scheduled emails
Scheduled emails are sent automatically on a predefined moment:
X days before arrival
X days after arrival
X days before departure
X days after departure
Click on + New template > Custom scheduled email to create your own automated email.
Insert a variable 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 |
| {{departure_date}} | The address of the guest |
| {{payment_due_at}} | The due date of the payment |
Email settings
You can edit the settings via Settings > Emails.
⚙️ Click here to open the Email settings page in Bookingmood
Show Bookingmood branding in emails
You can show or hide the reference of Bookingmood in the emails that are sent.
Include link to booking status page in emails
Adds a button that links to an online booking page, where your guests can find everything about their booking. Check the example.
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 seperate 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 here. 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.
Reply-to addresses
Bookingmood sends emails via the email address automated@bookingmood.com. If you want your guests to be able to reply to the emails that Bookingmood sends, you can add reply-to addresses. If you don't add a reply-to address, your guests won't be able to reply to emails that Bookingmood sends.
Updated on: 06/06/2023
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