With Timely, you can customize booking email templates to match your organization’s branding and communication needs. Templates help ensure customers receive clear, consistent information throughout the booking lifecycle.
1. What Are Booking Email Templates?
Booking email templates are automated messages connected to booking actions in Timely. They help your organization communicate important booking updates without writing each email manually.
Currently, the Booking Templates available are:
- Booking Request Confirmation: Confirmation sent to the external user when they submit a booking request in charge-after-approval mode.
- Booking Confirmation: Confirmation notice sent to the external user once a booking is confirmed and payment has been received.
- Booking Cancelled: Notification sent to the external user when an internal or external user cancels a booking.
- New Booking Request Notice (Internal): Notification sent to internal users when an external user submits a new booking request.
- Booking Payment Request: Notification sent to the external user when a booking is created with Send to Customer, or when a pending payment booking is edited and saved.
- Booking Cancelled (Internal): Notification sent to the internal user when an external user cancels a booking from My Bookings.
- Booking Expired: Notification sent to the external user when the payment deadline has passed and the booking has been automatically expired.
- Booking Rejected: Notification sent to the external user when an internal user rejects a pending booking.
2. Benefits of Customizing Booking Email Templates
By customizing booking email templates, your team can:
- Maintain Brand Consistency: Adjust the wording so booking emails match your organization’s tone and communication style.
- Clarify Booking Details: Add helpful information about payment, cancellation policies, arrival instructions, or customer support.
- Personalize Messages: Use dynamic fields to automatically include booking details in the message.
- Support Internal Processes: Keep internal booking notices enabled when your team needs alerts for new booking requests or customer cancellations.
3. How to Customize Booking Email Templates
Follow these steps to personalize your standard space booking email templates:
3.1 Access and Edit a Booking Email Template
- On the main navigation menu, go to Bookings, and then select Templates. You will find a list of available space booking email templates.
- Hover your mouse over the email template you wish to customize and click on Edit.
- A new section will open on the screen allowing you to edit your template. Here’s what you can modify:
- Email Subject: Craft an engaging subject line for your email.
- Header: Personalize your greeting to the recipient using dynamic fields for names and relevant information.
- Body: Customize the main message that your space booking requesters will receive.
- Footer: Add your closing and signature, including team information and logos if desired.
- Click Save when you are finished.
3.2 Use Dynamic Fields in Booking Emails
Personalization is key when communicating with users. You can enhance your templates by incorporating dynamic fields that automatically populate information from Timely’s database, ensuring each email feels tailored.
To insert dynamic fields, click on the dynamic fields button and select the relevant field from the dropdown menu. The chosen dynamic field will be added automatically to the area you are editing.
3.3 Email Subject
The email subject is the first thing customers see in their inbox, so use a clear subject line that helps them understand the purpose of the message.
3.4 Header
The header is the opening section of the email. Use it to greet the customer and introduce the purpose of the message.
You can personalize the header with a short message and dynamic fields that include customer or booking information.
3.5 Body
The body contains the main message customers will receive. Use this section to explain the booking status, include important instructions, and provide relevant booking details.
While Timely provides standard message content, you can edit the body to match your organization’s tone, workflow, and booking policies.
3.6 Footer
The footer is the closing section of the email. Use it to add contact information, team details, signatures, or any final instructions customers may need.
This section helps keep booking communications consistent and professional.
3.7 Preview, Save, or Restore Default
Before saving a customized template, preview the email to check the message, formatting, and dynamic fields.
Use the available actions to review and manage your changes:
- Preview Email: Allows you to review how the email will appear before using it.
- Save: Saves your customized booking email template.
- Restore Default: Returns the template to the original system version.
Use Restore Default carefully, because it removes your custom edits and replaces them with the default template content.
After customizing your booking templates, Timely can continue sending automated emails with content that better reflects your workflow, policies, and brand.
Need Additional Help?
For further guidance and support, please visit our Help Center. Additionally, if you have any inquiries or need assistance, don’t hesitate to contact our customer success team by opening a support ticket from your Timely account’s dashboard.
In case you require additional assistance in implementing and using Timely venue management system, we are happy to assist. Explore all the professional services we offer, and feel free to get in touch with us today!