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FAQ: Understanding the emails Bookwhen sends

Learn which emails are sent to admins and customers

Anni avatar
Written by Anni
Updated over a week ago

Bookwhen automatically sends emails for bookings, cancellations, reminders, and more. Knowing which emails are sent and when helps you manage communication effectively.

This article explains the different types of emails Bookwhen sends to both admin users and customers.


Booker emails

(Customers who book events)

Booking and waiting list notifications

  • Booking Complete: Sent when a customer successfully completes a booking.

  • Booking Cancelled: Sent when the entire booking is cancelled.

  • Ticket Cancelled: Sent when one or more tickets in a booking are cancelled.

  • Ticket Changed: Sent when ticket details (e.g., time, date) are modified.

  • Booking Reminder: Sent before the customer's booked event.

  • Event Confirmation Update: Sent when event details or confirmation change.

  • Added to Waiting List: Sent when a customer is added to a waiting list.

  • Waiting List Spot Available: Sent when a spot opens for a customer to book from the waiting list.

Voucher notifications

  • Voucher Issued: Sent when a purchased voucher is issued to the customer.

Membership notifications

  • Membership Started: Sent when a customer begins a membership.

  • Membership Renewed: Sent when a customer’s membership renews.

  • Payment Failed: Sent if a membership payment fails.

  • Membership Cancelled: Sent when a membership is cancelled.

  • Membership Restored: Sent when a cancelled membership is restored.

  • Membership Ended: Sent when a membership ends.

  • Membership Price Changed: Sent if the membership price changes.


Admins user emails

System notifications

  • Event Notification: Sent for event-related updates.

  • New Account: Sent when a new account is created.

  • Password Reset: Sent when a password reset is requested.

  • Admin Invite: Sent when an admin invites another user.

  • Data Import Complete: Sent when a data import finishes.

  • Email Verification: Sent to verify an email when a new account is created or updated.

  • Customer Email Changed: Sent when a customer updates their email.

  • Account Deletion Confirmed: Sent to confirm account deletion or changes.

Subscription notifications

  • Invoice Issued: Sent when a subscription invoice is generated.

  • Payment Failed: Sent if a subscription payment fails.

  • Trial Ending Soon: Sent when a free trial is ending.

  • Trial Ended: Sent when the trial period ends.

  • Plan Downgraded to Free: Sent when an account is downgraded to a free plan.

Booking notifications

  • Booking Complete: Sent when a customer completes a booking.

  • Booking Cancelled: Sent when a booking is cancelled.

  • Ticket Changed: Sent when a ticket is updated or cancelled.


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