Managing Emails

Overview

HeyBookMe sends automated emails to your clients at key moments - when they book, when a class is approaching, and after a class to encourage rebooking. You can view and Preview these emails under Settings > Emails. All emails sent to customers on your behalf will carry your own branding.

On the Pro plan you can fully customise the content of the emails sent to match your brand and voice, or to provide additional information.

Customer emails

The following automated customer emails can be configured from Settings > Emails:

• Admin booking confirmation - sent to a client when their booking is created by a member of your organisation on their behalf.
• Booking confirmation - sent to the client when a booking is confirmed. Includes class details, date, time, location.
• Booking moved - sent to the client when they move their booking to a different class.
• Cancellation of booking - sent when a booking is cancelled (either by the client or by you).
• Class reminder - sent ahead of a class to reduce no-shows. See class reminders.
• Pass confirmation - sent when a client purchases a pass, including their balance and expiry date.
• Pass usage - sent to the client when a class is booked using their pass.
• Pass usage credited - sent when a booking made with a pass is cancelled and the credit is returned to their pass.
• Rebooking reminder - sent a set number of days after a class when the client hasn't booked again. See rebooking reminders.
• Waiting list place available - sent when a spot opens up in a full class and a waitlisted client is offered the place.

Customising email content

On the Pro plan, every email can be customised with your own subject line and text.

1. Go to Settings > Emails and click Edit against the email type you want to customise.
2. Edit the subject line and body. Use the available tags (shown in the editor) to personalise emails with the client's name, class name, booking date, and other dynamic values.
3. Click "Save" to apply your changes.
4. Preview on the emails screen to send a test of the email to your email.

Your emails

As well as emails sent to customers, Pro customers can also edit emails that they receive. The following automated emails can be configured from Settings > Emails:

• Booking move received - sent to you when a customer moves their booking to a different class.
• Booking received - sent to you when a booking is received.
• Cancelled booking - sent to you when a booking is cancelled.
• Customer registered - sent to you when a new customer registers with your organisation.
• Pass purchased - sent to you when a customer purchases a pass.
• Waiting list joined - sent to you when a customer joins the waiting list for a class.

Common questions