Emails

Under Settings > Emails you configure automatically sent emails. The settings are spread across three tabs: Email text (↗ open), Email configuration (↗ open), and Advanced email settings (↗ open).

Email text

Locaboo sends automatic emails to your customers for various events. The overview lists all email types with subject, assigned customer groups, and resources. Use Edit to customise each text individually.

Use + Add to create a new customised version of an email type – for example a dedicated text for a specific customer group or resource.

Email types

Locaboo supports many email types covering the entire booking, billing, and registration process.

Email type	Description
Booking request confirmation	Confirmation to the customer that their booking request was received.
Booking confirmation	Confirmation of a directly booked booking.
Booking and booking request confirmation at once	For multi-resource bookings with different availability settings (instant booking + request).
Booking request approved	Notification to the customer that their booking request was approved.
Booking request rejected	Notification to the customer that their booking request was rejected.
Special cancellation workflow	Email for a special cancellation process.
Payment confirmation	Confirmation of a received payment.
Cancellation confirmation	Confirmation of a cancelled booking.
Registration confirmation	Prompt to the manager to confirm a customer registration.
Forgot password	Email to reset the password.
Booking created by user/manager	Notification to the customer when a user or manager created a booking on their behalf.
Booking edited by customer/staff/user/manager	Notification about changes to an existing booking.
Customer invitation	Invitation email for new customers to register on the platform.
People invitation	Invitation email for people (e.g. trainers, instructors).
User invitation	Invitation email for administrative users.
Service provider invitation	Invitation email for service providers.
Invoice	Email with the invoice attached.
Participant invoice	Email with the participant invoice attached.
Send quote	Email with a quote attached.
Send order confirmation	Email with an order confirmation attached.
Send cancellation invoice	Email with a cancellation invoice attached.
Send deposit/caution invoice	Email with a deposit or caution invoice attached.
Participant booking confirmation	Booking confirmation for participants (add-on seminars & courses).
Participant cancellation confirmation	Confirmation of cancelled participation.
Participant waitlist confirmation	Confirmation of being placed on a waitlist.
Participant check-in status change	Notification when a participant’s check-in status changes.
Send contract	Email with a contract attached (add-on contract manager).
Payment expired	Notification when an online payment failed.
Check-in for booking	Confirmation of a check-in.
Damage report confirmation	Notification about a received damage report.
Customer registration request approved	Notification to the customer that their registration was approved.
Customer registration request rejected	Notification to the customer that their registration was rejected.
Customer registration request confirmation	Prompt to the manager to review a customer registration.
PIN email for access (digital door locks)	PIN code for access via digital door locks (e.g. Tapkey).

Tip

To get started, it is worth customising at least these email texts:

• Booking request confirmation – so customers know what happens after their request
• Booking request approved – with information on next steps
• Booking request rejected – with a friendly explanation and alternatives
• Booking created by user/manager – so customers understand the internally created booking
• Invoice – with your payment instructions and contact details

Customisation by customer group and resource

For each email type you can create customised texts differentiated by customer group and/or resource. Clubs might receive different confirmation texts than private individuals.

For multi-resource bookings, the text of the first resource is used.

Default texts

Default texts can be edited but not deleted. They serve as a fallback when no customised text is stored for the given customer group/resource combination.

Placeholders

You can use placeholders in email texts that are replaced automatically when sending:

Placeholder	Description
{SALUTATION}	Customer salutation
{FIRSTNAME}	Customer first name
{LASTNAME}	Customer last name
{EMAIL}	Customer email address
{COMPANY}	Customer company name
{BOOKEDDATE}	Booking date
{BOOKINGDATETIME}	Booking date and time
{BOOKINGTITLE}	Booking title
{MANAGERCOMPANY}	Your company name
{INVOICENUMBER}	Invoice number
{CONTRACTNUMBER}	Contract number

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Email configuration

Here you can adjust email delivery technically.

Reply-to

Sets the email address replies to automatic emails are sent to. By default the logged-in account’s email address is used.

Custom email address

Enable Use custom email address? to send emails via your own SMTP server instead of Locaboo’s default sender.

Setting	Description
Sender email	The email address shown as sender. Default: `Locaboo
SMTP host	Hostname of your SMTP server (e.g. smtp.myserver.com).
Port	SMTP server port (e.g. 587 for TLS).
Username	Username for SMTP authentication.
Password	Password for SMTP authentication.
Use authentication?	Enables authentication with the SMTP server.
Enable TLS?	Enables TLS encryption for email sending.
Test email recipient	Email address for test sends. Default: logged-in account’s email.

Use Save and send test emails to test the configuration.

Note

Without your own email configuration, Locaboo sends emails via no-reply@mails.locaboo.com. Customer replies are forwarded to the email address stored in the manager account. Emails to service providers are always sent via noreply@locaboo.com.

Email footer

A free-text footer appended to all outgoing emails (e.g. contact details, opening hours, legal notices). Use the globe icon to add translations.

Custom HTML template

Enable Enable custom email template? to replace Locaboo’s default HTML template with your own. The template is stored as HTML and defines the full layout of your emails.

Formatting issues in emails

If email texts do not display as expected (e.g. grey backgrounds, different fonts, wrong paragraphs), that is often due to formatted text copied from Word or another program. Different email clients (Outlook, Gmail, Apple Mail) interpret HTML differently.

To avoid formatting issues:

• Use consistent formatting in the editor
• Avoid copying formatted text from Word – use “Paste as plain text” (Ctrl+Shift+V) instead
• Avoid nested lists and heavy formatting

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Advanced email settings

Here you configure cross-cutting email options.

Booking overview email to user

Setting	Description
Always get booking overview mail	When enabled, the user receives an overview email for every booking – whether the booking was created by the customer or internally.

Online payment notification email

Setting	Description
Always receive online payment notification	When enabled, you receive a notification email for every online payment received.

Reminder emails

Controls whether and when reminder emails for bookings are sent. The reminders themselves are configured under Communication > Reminders.

Option	Description
Always send reminder emails for bookings	Reminders are sent for all bookings (default).
Never send booking reminders by email	Do not send reminders.
Only send booking reminder when selected by checkbox in booking	Reminder only if a checkbox is enabled on the respective booking.
Do not send reminder email when selected by checkbox in booking	Reminder for all bookings except when the checkbox on the booking is enabled.