We (Bookwhen) automatically send a confirmation email to the customer and any additional attendees who provide an email address as soon as they complete their booking. The confirmation message will also appear on the screen after the booking is confirmed.
This article covers:
The emails your customers receive
The booking confirmation email includes the following:
The primary information about the event includes location, ticket information, and the date and time of the event. Please note that the ticket information does not display any discount amounts.
A button link labelled View booking to review the booking.
The booking confirmation message information.
Offline payment details if you've allowed the option for your customer to pay 'offline', such as via bank transfer or cash.
A .ics calendar file for the event. The calendar file makes it easy for the customer to add the event to their calendar software (such as iCalendar, Google Calendar, etc) to stay organised.
💡 Please note: The confirmation email does not contain any discount information, such as any used discount codes or bulk discounts. To access the discount information, they can select View booking within the email to review their booking within their account.
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:
Scroll down to the Booking confirmation message section:
Adding images
💡 To note: Files can only 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.
You can add images to your booking confirmation email message. To do this, select the image you'd like to add and upload it in Files by selecting Upload files in the top right-hand corner:
Then Select files:
Once uploaded, select Done:
Once uploaded, you can then start to build the code to add to the booking confirmation section of your entry.
Building the code
The first step is to copy the image code. To find this, right-click the hyperlink under the image you uploaded in the Files section, then Copy Link Address:
For example:
You'll then need to add this link to the complete code:
<img style="display: block; margin: auto" src="https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file" border="0"></a>
This code consists of various elements:
1. The first part:
<img style="display: block; margin: auto" src=
2. The second part is: (the image code)
"https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file"
3. The third part is:
border="0"></a>
You'll need to replace the second part of the code (the image code) with your specific image code.
For example:
<img style="display: block; margin: auto" src="https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file" border="0"></a> |
Once replaced, paste the full code into the Booking confirmation message field within your entry:
Once completed, select Save.
The image will show to your customers when they complete a booking:
And in their confirmation email:
Formatting the text
You can personalise the entry details of your event using "markdown".
Markdown is a simple text formatting system that uses characters like asterisks, hashtags, and square brackets to create headings, lists, links, and style text (e.g., bold and italic).
Adding links
You can also use markdown to add links. An example of the code is:
<a href="URL">link text</a>
The URL section is where you can add the link you'd like to share, and the link text section is where you can add what you'd like the link to say.
For example:
In this example, we have added the link to our Zoom help article in the URL section and "here" as the link text, which displays to customers in both the booking confirmation message (on Bookwhen):
And in the email they receive:
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 customers.
For example:
The customer has lost or deleted the confirmation email.
The initial email address was incorrect, you fixed this, and now the customer 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 customers.
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺