This article covers:


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.

For example:


Reminder emails (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.

For example:


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.


Emails showing in different timezones

Sometimes bookers may contact you to say that their booked event is showing the wrong time in their email host. Usually, this happens due to their email settings, and the time has automatically changed to reflect their email settings.

For example, in the below example, there are three sections:

The sections highlighted in red are information imported directly from Bookwhen (which should show the time set up within Bookwhen).

The section highlighted in blue is 'user device specific', meaning the information here has been amended by the email host (Gmail, Outlook etc).

One way to check this on Google is to head to calendar.google.com, select Settings > Language and Region, and view the primary time zone.

✨ If you have any questions, please get in touch with the support team via live chat or email at support@bookwhen.com


✨ See here for more information on account admin email notifications.

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