This article covers the emails your bookers receive from Bookwhen, what they contain and how to customise them.


Booking confirmation emails

The booker and any other attendees (who have provided an email) will receive a booking confirmation email. The email includes:

  • The primary information about the event

  • A link to review the booking and options to cancel or transfer (if you have these allowed in your booking settings).

  • Any Booking confirmation message information you've added to the email.

    You can edit this under the Information tab when you select Edit entry on your entry in your schedule. It's an excellent place to add additional information or links to attachments (e.g. course materials), which you can host on Bookwhen.

  • Offline payment details if you've allowed the option of offline payments. The booker will see the offline payment instruction text in the email.

  • A .ics calendar file for the event. The calendar file makes it easy for the booker/attendee to add the event to their calendar software to stay organised.

See the example below:


Reminder email (for Standard plan users and above)

You can set when your reminder emails go out to customers here. The reminder email is sent to any attendee (who has supplied an email) and includes:

  • The primary information about the event

  • A link to review the booking and options to cancel or transfer (if you have these allowed in your booking settings).

  • Any Booking confirmation message information you've added to the email.

    You can edit this under the Information tab when you select Edit entry on your entry in your schedule. It's an excellent place to add additional information or links to attachments (e.g. course materials), which you can host on Bookwhen.

See the example below:


Ticket cancellation/transfer notification emails 

When an admin or booker cancels or transfers a ticket, the attendees receive a notification via email. The email contains a link to the booking on Bookwhen and basic information about the event. 


Waiting list emails (for Standard plan users and above)

When your event shows as fully booked, your booker will see a green Join waiting list button (if enabled on your account). A form opens where they must leave their name and email address to receive the email notification of a space becoming available.

An example confirmation email a customer receives when joining the list:

An example notification email they receive when a space becomes available:

You can view more information on Waiting Lists here.


Please refer to this article for information about account admin email notifications.

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