How to tailor confirmation emails to a particular Booking Type or Address

Written By bookthatin

Last updated 3 months ago

In Book That In, you can customise the emails that are sent out to your customers from the Company Settings --> Email area.

But what if you want to tailor the emails further? For example, you may want to include specific parking instructions whenever someone books an activity at a particular address; or you may to include specific instructions when someone books a particular Class, Event, Appointment or Subscription.


You can do this by using the {AddressComment} and the {BookingTypeWarning} email tags.

This video shows you how to do this:

Step 1: Edit the Email Templates

  1. Go to Business → Company Settings.

  2. Open the Email tab.

  3. At the top, you’ll see three main confirmation templates:

    • Appointment Confirmation (for 1-to-1 bookings).

    • Group Booking Confirmation (for classes/events).

    • Subscription Confirmation.

👉 You can customise each separately so they display different information depending on the booking type.

Important Tags to Include

When editing the template, make sure it includes:

  • {bookingtypewarning} → shows booking-specific notes.

  • {addresscomment} → shows location-specific notes.

⚠️ If these tags aren’t present, your tailored information won’t appear in the emails. See the list here Full List of Email Merge Tags

Step 2: Add Location-Specific Notes

  1. Go to Business → Addresses.

  2. Select the location you want to edit.

  3. Scroll to the Additional Comments field at the bottom.

  4. Enter any details you want customers to receive, such as:

    • Parking instructions.

    • A Google Maps link.

    • Special entry notes.

  5. Save your changes.

These comments will automatically display in the email wherever the {addresscomment} tag is placed.

Step 3: Add Booking-Type-Specific Notes

For Classes & Events

  1. Go to Business → Group Overview.

  2. Find the class/event type and click Edit.

  3. Look for the Booking Warning field (third box down).

  4. Enter any important details, such as:

    • “Please bring a yoga mat.”

    • “Masks are required indoors.”

    • “Here’s the Zoom link: …”

  5. Save your changes.

For Appointments & Subscriptions

  1. Go to Appointments or Subscriptions in the menu.

  2. Select the type you want to edit.

  3. Click Edit in the top right corner.

  4. Add text in the Booking Warning field.

  5. Save.

⚠️ Note: The Booking Warning field is rich text. Any formatting you add will appear in the confirmation email so you should remove all formatting if you want it to appear in the same font etc as the rest of the email.

Conclusion

By combining the email templates with the booking warning and address comments, you can ensure every customer receives the right information depending on what and where they’ve booked.

For extra support, email support@bookthatin.com