Adding documents to confirmation emails can help you share important information with attendees before your event.
This article covers:
How to attach a document
💡 To note: You must have Account owner status on your account to add files to this library.
The booking confirmation and event reminder emails include the attached documents as a link to the file.
To attach a document:
Upload your document to your Files library:
Select Upload files from the top right-hand corner:
Select the Select files button and choose the file you want to upload:
Once the file uploads successfully to your account, select Done.
Right-click the hyperlink below your newly uploaded file, and select Copy link Address:
💡 Once you copy the link, please ensure you do not copy anything else before you finish this process.
Open your Scheduling page, select the relevant entry, and then Edit entry:
Select the Information tab, scroll down to the Booking confirmation message box, then paste your copied document link:
Finally, select Save in the top right-hand corner to save your changes. The document link will appear in the confirmation and reminder emails for this entry.
Formatting the document link
You can format the link to display the document title instead of the full URL using a simple text formatting method, otherwise known as "Markdown."
For example:
[Example document] (https://files.bookwhen.com/994vneg0n0jw/kx3rj4jhvp8z/uploaded_file) |
The link will appear in the email as:
When creating it yourself, insert the text you want to appear in square brackets [ ] and the file link next to it in curved brackets ( ).
💡 Ensure there is no space between the brackets ( ] and ( ) when applying this to your entry.
Adding images
To add images to your booking confirmation message. To do this:
Upload your document to your Files library:
Select Upload files from the top right-hand corner:
Select the Select files button and choose the file you want to upload:
Once the file uploads successfully to your account, select Done.
💡 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.
Building the image code
To include an image in your booking confirmation email, you’ll need to paste a specific code into the email field.
For example:
<img style="display: block; margin: auto" src="https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file" border="0"></a>
This code consists of three key parts:
1. Opening image tag and styling:
<img style="display: block; margin: auto" src=
This tells the system that you’re adding an image and centres it in the email.
2. Image link (the source)
"https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file"
This is the unique link to your uploaded image file.
3. Closing tag
border="0"></a>
This final part completes the code and ensures the image displays correctly.
You’ll need to replace the second part of the code (the image link) with your specific image code. Follow these steps to get the link:
Copy the file link
Right-click the hyperlink below your uploaded file and select Copy link address:
For example:
Update your code
Replace the existing image link in your code with the one you’ve copied.For example:
<img style="display: block; margin: auto" src="https://files.bookwhen.com/994vneg0n0jw/wysvuxc07zv2/uploaded_file" border="0"></a>
Paste the code into your Booking confirmation message field
Once your code is ready, open your entry, select the Information tab, and then paste it into the Booking confirmation message:
Save your changes
Select Save to apply the updates.
The image will show to your customers when they complete a booking:
And in their confirmation email:
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