WooCommerce Bookings Email Notification
In this article, we’ll discuss the emails sent during the booking process by the Bookings And Appointments for WooCommerce and we’ll show you how to set up WooCommerce Follow up emails and WooCommerce Reminder emails for your bookings.
Why do you need to send emails to your customers?
Timely reminders, follow-ups, and notifications play important roles in ensuring a great pre-booking and post-booking experience. These emails connect you to your customers in a much more natural way and keep them updated.
With the Bookings And Appointments for WooCommerce, you can ensure your customers will never miss their appointments or bookings since the plugin sends email reminders before the appointment.
Read along as we uncover some of the most convenient ways to send email notifications to your customers using the Bookings And Appointments for WooCommerce.
Types of WooCommerce Booking Emails offered by PluginHive WooCommerce Bookings
The Bookings And Appointments for WooCommerce plugin lets you send the following types of emails to your customers.
- WooCommerce Booking Emails for every New Booking
- WooCommerce Bookings Confirmation or Cancellation Email
- Emails for Manual WooCommerce Bookings
- Send WooCommerce Reminder Emails to Customers
- Send WooCommerce Follow up Emails after the Booking is Completed
WooCommerce Booking Emails for every New Booking
The Bookings And Appointments for WooCommerce plugin triggers an email whenever a new booking is made. The plugin sends this email automatically to both you and your customers.
The New Booking Email contains the information associated with the booking including important details like the Booking costs, Duration, Additional resources, Participants, Booking status, Total amount, etc.,
The two-part images below show the WooCommerce New Booking email sent to both you and your customer upon placing a new booking.
New Booking Email was sent to the Admin
Email sent to the customers
WooCommerce Bookings Confirmation/Cancellation Email
Bookings And Appointments for WooCommerce allow customers to request a booking and send it to the Admin for confirmation. Based on the store availability or the preparations, the Admin can either accept the booking or reject it. In either case, the plugin sends customers an email stating the booking status.
Email for booking awaiting confirmation
This email is sent to the customers after they place the booking that requires confirmation from the store owner.
How to Customize the Booking Awaiting Confirmation Email
Follow the steps below to customize the booking awaiting the confirmation email that is sent to the customers.
- Navigate to WooCommerce -> Settings -> Emails
- Visit the “PH Booking Requires Confirmation” email notification and click on Manage
- Click on the “Copy file to theme” button on the bottom-right side
- Click on the “View Template” button
- This will display the email editor window where you can customize the email content
- Once you have customized the email as per your preference, click on Save Changes
Email for booking confirmation
This email is sent to the customers after the booking is approved by the store owner.
How to Customize the Booking Confirmation Email
Follow the steps below to customize the booking confirmation email that is sent to the customers.
- Navigate to WooCommerce -> Settings -> Emails
- Visit the “PH Booking Confirmed” email notification and click on Manage
- Click on the “Copy file to theme” button on the bottom-right side
- Click on the “View Template” button
- This will display the email editor window where you can customize the email content
- Once you have customized the email as per your preference, click on Save Changes
Email for booking cancellation
This email is sent to the customers after the booking is canceled by the store owner.
How to Customize the Booking Cancelation
Follow the steps below to customize the booking cancelation email that is sent to the customers.
- Navigate to WooCommerce -> Settings -> Emails
- Visit the “PH Booking Canceled” email notification and click on Manage
- Click on the “Copy file to theme” button on the bottom-right side
- Click on the “View Template” button
- This will display the email editor window where you can customize the email content
- Once you have customized the email as per your preference, click on Save Changes
Emails for Manual WooCommerce Bookings
The Bookings And Appointments for WooCommerce allow you to place booking manually from the website back-end as well. In doing so, you have the option to send the booking payment link to the customer via email.
All you need to do while placing a manual booking is, enable the Send Payment Link Email to Customer option, as shown in the image below.
Once the booking is placed successfully, the customer will receive the following email with the payment link attached to it. Have a look at the image below for your reference.
Send Reminder and Follow-up Emails to Customers
Keeping customers informed before and after their booking helps reduce no-shows and gives your service a more personal, professional feel. The Bookings and Appointments for WooCommerce plugin lets you send two types of automated emails: a reminder email before the booking begins, and a follow-up email after it’s completed.
Both are configured under Bookings → Settings → Reminder and Follow up Emails tab.
Reminder Emails – Sent Before the Booking
To set it up:
- Visit Bookings → Settings → Reminder and Follow up Emails tab.
- Enable Booking Reminder Emails.
- Select the Email Template – choose between Plugin Default or WooCommerce Emails styling.
- Set your Reminder Email Subject.
- Customize the Reminder Email Content using the merge tags below.
Available merge tags:
| Tag | Adds |
|---|---|
| [CUSTOMER_NAME] | The customer’s name |
| [SITE_NAME] | Your website/store name |
| [BOOKING_DETAILS] | Booking details – product name, duration, cost, etc. |
- Set “Enter how many minutes in advance the reminder email should be sent” – for example, 1444 minutes sends the reminder roughly a day before the booking starts.
- Select order status – choose which order statuses (Pending payment, Processing, On hold, Completed, Partially Paid, Partial Payment) should trigger the reminder email. By default, all statuses are selected; unselecting a status stops reminder emails for orders in that status.
- Select booking status – similarly, choose which booking statuses (Paid, Unpaid, Requires Confirmation, Refunded, Partially Paid) should trigger the reminder email. Unselected statuses will not receive reminder emails.
Click Save changes once you’re done.
This is how the reminder email will appear to the customer before their booking.
Follow-Up Emails – Sent After the Booking Is Completed
A follow-up email is sent after a booking is marked Completed – a good touchpoint for thanking the customer or asking for a review.
To set it up:
- In the same Reminder and Follow up Emails tab, enable Enable Follow up Emails.
- Select the Email Template – choose between Plugin Default or WooCommerce Emails styling.
- Set your Follow up Email Subject.
- Customize the Follow up Email Content, using the same merge tags ([CUSTOMER_NAME], [SITE_NAME], [BOOKING_DETAILS]) as above.
- Set the Follow up delay time (Minutes) – how long to wait, in minutes, after the booking is marked Completed before sending the email.
- Select order status – choose which order statuses (Pending payment, Processing, On hold, Completed, Partially Paid, Partial Payment) should trigger the follow-up email. Unselected statuses will not receive follow-up emails.
- Select booking status – choose which booking statuses (Paid, Unpaid, Requires Confirmation, Refunded, Partially Paid) should trigger the follow-up email. Unselected statuses will not receive follow-up emails.
Click Save changes once you’re done.
This is how the follow-up email will appear to the customer after their booking is completed.
How Emails Are Scheduled
Reminder and follow-up emails are scheduled individually for each booking as soon as it’s created, so they go out reliably at the intended time – including for stores running in a non-UTC time zone.
Troubleshooting: If you need to check whether a reminder or follow-up email fired correctly for a specific booking, visit Bookings → Settings → Diagnostics tab and enable the Reminder Email Debug Log or Follow-up Email Debug Log toggle. Each writes to its own log file, viewable at WooCommerce → Status → Logs.
Conclusion
This article has covered some of the easiest ways to send WooCommerce booking emails to customers using the Bookings And Appointments for WooCommerce plugin. The plugin also comes with the 2 Way Google Calendar Sync for Bookings feature and is a definite treat to WooCommerce users.
If you have any queries regarding the WooCommerce Booking emails or need any help with setting up the WooCommerce Bookings plugin then feel free to Contact PluginHive Customer Support.
Good luck!