Bookwhen automatically sends a confirmation email to the booking customer and any additional attendees with an email address once the booking is complete. A confirmation message also appears on the screen right after the booking is confirmed.
This article covers:
The emails your customers receive
The booking confirmation email includes:
Event details: Includes the location, ticket information, and the event's date and time. Please note that discount amounts are not shown in the ticket information.
View booking button: Allows customers to review their booking via Bookwhen.
Confirmation message: Displays the information included in your booking confirmation message field.
Offline payment details: Appears if you've enabled offline payment options, such as bank transfer or cash.
.ics calendar file: To stay organised, customers can easily add the event to their calendar software (e.g., iCalendar or Google Calendar).
💡 Please note: The confirmation email does not include any discount information, such as applied discount codes or bulk discounts. To view this information, customers can select View booking within the email or log in to access their booking details in 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:
Select the Information tab:
Scroll down to the Booking confirmation message section:
Adding images
You can add images to your booking confirmation email message.
💡 To note: You can upload the following file types: jpeg, jpg, png, gif, mp4, m4v, mov, txt, ics, doc, docx, pdf, ppsx, ppt, pptx, pub, rtf, xls, and xlsx. For security reasons, zip files are not accepted.
To do this:
Select Settings, then Files from the left-hand admin menu.
Select Upload files in the top right-hand corner:
Then Select files:
Once uploaded, select Done:
Once uploaded, you can start building 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 do this, right-click the hyperlink under the image you uploaded in the Files section, then select Copy Link Address.
For example:
Next, you’ll need to add this link into the complete code:
<img style="display: block; margin: auto" src="https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file" border="0"></a>
This code is made up of the following parts:
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 link.
For example:
<img style="display: block; margin: auto" src="https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file" border="0"></a> |
Once updated, paste the full code into the Booking confirmation message field within your entry.
Then select Save.
Where the image displays
The image will display in the booking confirmation screen when customers complete a booking:
And in their confirmation email:
Formatting the text
You can personalise the entry details of your event using simple text formatting.
Text formatting allows you to create headings, lists, links, and style text (e.g., bold and italic) using easy-to-understand symbols.
Adding links
To add a link, use the following code:
<a href="URL">Link text</a>
URL: Insert the link you'd like to share.
Link text: Write the words you'd like your customers to click on.
For example, if you'd like the word "here" to be clickable, simply replace "Link text" with the word "here":
<a href="URL">here</a>
In the following example, we’ve added the link to our Zoom help article in the URL section and "here" as the link text.
This will display to customers in the booking confirmation message (on Bookwhen) as a clickable link:
And in the booking confirmation email they receive:
How to resend a booking confirmation email
There are a few scenarios where you may need to resend the booking confirmation email to a customer:
The customer has lost or deleted the original confirmation email.
The customer's email address was incorrect, and they need a copy of the confirmation to their correct email address.
You’ve updated the event's date, time, or location and want to notify your customers of the changes.
💬 Need extra help?
For the quickest response, contact us via live chat on our homepage or your account. Buddy, our trusty chatbot, will assist first and pass you to a support team member if needed.
Prefer email? Send us an email instead.
Thank you! 🕺