Communication
Under Communication you manage all messages and notifications sent from your Locaboo account. Open the area via Communication in the left navigation: Communication log (↗ open), Reminders (↗ open), Notification of free slots (↗ open), and Damage report (↗ open).
Send message / email
Section titled “Send message / email”Under Communication > Communication log you can send email messages directly to your customers:
- Click Send message.
- Enter the subject.
- Write the message – the built-in editor offers formatting.
- Choose recipients: individual customers, whole customer groups, or free-form email addresses.
- Click Send.
The message is added to the email queue. With many recipients, sending can take several minutes.
Communication log
Section titled “Communication log”On the Communication log tab you see the full email history – all automated and manually sent emails in chronological order.
You can also find the history for an individual customer in the customer profile under the Communication tab (see Customers).
Automatic notifications
Section titled “Automatic notifications”Locaboo sends automatic emails for certain events:
| Event | Email to |
|---|---|
| Booking request received | Users (internal) |
| Booking request confirmed | Customer |
| Booking request rejected | Customer |
| Booking created/edited | Customer (if configured) |
| Booking cancelled | Customer (if desired) |
| Booking instance deleted | Customer (if desired) |
For cancellations and deletions you choose whether to inform the customer. If you send a notification, you can add a custom message. Without a custom message the customer receives the standard notification.
Notify customers on internal bookings
Section titled “Notify customers on internal bookings”When you create a booking as a manager or user on behalf of a customer, no email is sent to the customer automatically. To inform the customer, enable Information email to customer on the Communication tab when creating the booking. Locaboo then sends the configured email template with all booking details.
Notifying caretakers, cleaners, and service providers
Section titled “Notifying caretakers, cleaners, and service providers”There are several ways to inform internal staff about bookings:
- User account: create the caretaker as a user with read access. Under Profile > Notifications the user can enable email notifications for new bookings, changes, and cancellations.
- Reminders: under Communication > Reminders you can send automatic emails e.g. 1 hour before booking start to users or service providers.
- Calendar export: export the calendar as iCal and subscribe in the caretaker’s Outlook or Google Calendar.
- Calendar view widget: create a calendar view widget (view only, no booking) and share the URL with the caretaker.
Customise email texts
Section titled “Customise email texts”Under Settings > Emails > Email texts you customise automated emails. Each email type has a default text you can override.
You can differentiate email texts by:
- Customer group – e.g. different wording for clubs vs. individuals
- Resource – e.g. different greeting for the gym vs. the conference room
For multi-resource bookings the text of the first resource is used.
Placeholders
Section titled “Placeholders”Personalise your email texts with placeholders:
| Placeholder | Content |
|---|---|
{SALUTATION} | Customer salutation |
{FIRSTNAME} | First name |
{LASTNAME} | Last name |
{BOOKEDDATE} | Booking date/time |
{EMAIL} | Customer email address |
{COMPANY} | Customer company name |
{MANAGERCOMPANY} | Your company name |
Booking reminders
Section titled “Booking reminders”Under Communication > Reminders you set up automatic reminders to reduce no-shows, for example. Reminders can be sent before or after a booking.
| Setting | Description |
|---|---|
| Title | Internal name of the reminder. |
| Recipient type | Customers, service providers, users, people, or managers. |
| Subject & message | Email content with placeholders. |
| Resources | Which resources the reminder applies to. |
| Timing | E.g. 1 hour before booking start or 30 minutes after booking end. |
Notification of free slots
Section titled “Notification of free slots”Under Communication > Notification of free slots you automatically inform selected customers when a booking slot becomes free due to a cancellation.
| Setting | Description |
|---|---|
| Title | Internal name. |
| Customer group / customers | Who should be notified (combinable). |
| Resources | For which resources notifications are sent when slots become free. |
| Period | Time range in which the notification is triggered. |
You can e.g. inform clubs when a popular hall slot becomes free due to a cancellation.
Damage report
Section titled “Damage report”Customers can report damage for each booking from their account on the booking platform – with images and description text.
Activation: under Settings > Platform/widgets > Settings enable Damage report.
Incoming damage reports appear under Communication > Damage report as a chronological list with date, customer, resource, and booking time. Use View to see images and description. All damage reports can be exported as CSV.
Users with the appropriate permission can be notified by email about new damage.
Activities
Section titled “Activities”Under Communication > Activities you find a log of relevant actions in the system – e.g. booking changes, cancellations, and status changes.
Notification settings for users
Section titled “Notification settings for users”Each user can define in their personal settings which events they want to be notified about:
- In-app notification – appears as the bell icon in the top bar
- Email – sent to the stored email address
- Both or neither
Open the settings via the gear icon at the top right under Notifications.