Bookwhen automatically sends your bookers and any additional attendees (who provide an email address) a booking confirmation email when they complete a booking containing the event's information, alongside any other messaging.

This article covers:


The emails your bookers receive

The booking confirmation 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.

  • 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 here for more information on the emails your bookers receive.


How to customise the email

You can edit the Additional information section within the email:

To do this, select the entry you'd like to edit, then Edit entry:

From here, select the Information tab:

And scroll down to the Booking confirmation message section:

It's an excellent place to add additional information or links to attachments (e.g. course materials), which you can host on Bookwhen.

✨ See here for information on adding documents to booking confirmation emails.

Adding images

You can add images to your booking confirmation email message. To do this, you'll first need to select the image you'd like to add and upload it in Files by selecting Upload files in the top right-hand corner:

💡 To note: Files can be uploaded in the following formats only: jpeg, jpg, png, gif, mp4, m4v, mov, txt, ics, doc, docx, pdf, ppsx, ppt, pptx, pub, rtf, xls, xlsx.

Then select Select files:

Once uploaded, select Done:

You can then start to build the code.

An example of the code you'll need to paste into the Booking confirmation email field is:

<img style="display: block; margin: auto" src="https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file" border="0"></a>

This code consists of various elements, the most important one being the image code.

The first part of the code is:

<img style="display: block; margin: auto" src=

The second part is:

"https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file"

(the image code)

The third part is:

border="0"></a>

You'll need to replace the second part of the code with your specific image code. To get this, right-click the blue hyperlink under the image, then select Copy Link Address:

In this instance, it is "https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file"

Once you've generated your unique link, you can paste it into the code. For example:

<img style="display: block; margin: auto" src="https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file" border="0"></a>

You can then paste this into the Booking confirmation message field within your entry:

Once completed, select Save.

Your bookers will then see the image when they complete a booking:

And in their confirmation email:

✨ You can read more about formatting and markdown here.


How to resend a booking confirmation email

There are a few scenarios where you might need to resend the booking confirmation email to one of your bookers. For example:

  • The booker has lost or deleted the confirmation email.

  • The initial email address was incorrect, you fixed this, and now the booker requires a copy as they didn't receive it the first time.

  • You have updated the date/time or location of your event and would like to update your bookers.

✨ See here for instructions on how to resend the email.

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

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