BookingLive: Online Booking System

Message Templates

Overview

Message Templates allows you to configure content for email and sms that your customers receive. Examples include booking confirmation and booking cancellation.

Please note: Both 'Confirmation' and 'ConfirmationDeposit' are mandatory and should contain the same content.

Both are needed, and the ConfirmationDeposit email needs to have the same content as the Confirmation email because in instances where bookings are made by "Cash" or "Provisional" or "Deposit" payment, then customers would otherwise recieve an email with insufficient information - by sending both Confirmation and ConfirmationDeposit messages, customers in these instances (above) will get the same correct confirmation email information they need.

How to setup a messages template

  1. Log onto the CMS and go to ADMIN>CONFIG.
  2. Select "MESSAGES" and click the "CREATE MESSAGE" button.
  3. Enter a name, select the type of message and the message content.
  4. On the attachments tab you can choose to attach a file e.g. a company logo, image or PDF. 
  5. Click the “ADD” button.

Name of attribute 

Description

Email message

Sends a email confirmation message

SMS message

Sends a SMS confirmation message

Printed letter

Sends a confirmation PDF by email/letter by post

 

Are auto responders applicable for you? 

Read more about what auto responders are.

How to edit an Email message template

You will need to edit an email message to be able to customize the content of the message.

  1. Go to ADMIN > CONFIG > EMAIL MESSAGE.
  2. Select the template to edit.
  3. Give your email a subject and body content.
  4. For body content you can include merge fields.
  5. Optionally preview your email message.

How to edit an SMS message template

  1. Go to CONFIG>SMS MESSAGE.
  2. Select the template to edit.
  3. Enter the text of the SMS - no more than 160 chars.

 

How to edit an Printed letter message template

  1. Give your Printed letter a subject and body content.For body content you can include merge fields.
  2. Optionally preview your letter message (click the "Preview" button underneath main content box)

 


 

Message Templates

Type

Description

Confirmation

Sent to customers on receipt of making a booking.

you can add the below to populate if a customer has purchased a voucher
[[ENDIF]]
[[IfVoucherPurchased]]
Thank you for purchasing a voucher with BookingLive. See attached for your Voucher Code.
[[ENDIF]]

ConfirmationDeposit

Sent to customers on receipt of making a booking, however when only a deposit has been paid. (Note to enable the use of deposits, how much deposit is required and when full balances are required please contact your account manager)

Cancel

Sent to customers when the client cancels a schedule from the manifest.

PurchaserFeedback

Sent to customers 24 hours after their activity end date.

BalanceRequest

Sent to customers as a reminder to pay any outstanding payment against their booking. The time period this email is sent is determined by BookingLive Staff and usually X days before their activity start date.

AdditionalPaymentMade

Sent to customers when an additional payment has been made on an outstanding amount and where the full amount has still not been paid. Note - They will still recieve more balance request emails.

AdditionalPaymentFullBalancePaid

Sent to customers when an additional payment has been made on an outstanding amount and no outstanding balance remains. No more balance request emails will be sent.

CheckIn

Sent to customers upon checkin of the accomodation.

VoucherReminder

Sent to customers every 7 days to remind them to post their voucher to the client before the activity start date.

VoucherRecieved

Sent to customers when the voucher is marked as recieved.

BirthdayPromotion

N.A

NewParticipantNotification

Sent to participants of a booking on booking confirmation.

OldParticipantNotification

N.A

Enquiry

N.A

Password Reset Email

Typically a member can change/request their password on the website MyAccount to which they enter their email address to send themselves a Password Reset Email. When this email is received, the member gets sent a link to create their password and login.
The Password Reset Email skips a step when combined with the Company Info Config Item: MembershipSignupSendPasswordResetLink (value: Y) and sends this validated email with create a password link as soon as the member signs up.

 

 Merge Fields

Within your message content you can enter merge fields eg {$MergeField}. These Merge Fields will be replaced with various data at the time of sending.

Add merge fields such as {$FirstName}, {$Surname}, {$BookingSummary}, {$CustomText} - which will grab the customer variable, by clicking the blue pin (review the Merge Fields reference table below for more).

 

Variable Name

Variable

Description

First Name

{$FirstName}

Inserts the customers first name.

Last Name {$Surname} Inserts the customers last name.
Full Name {$Name} Inserts the customers full name.
Order Reference {$OrderRefNumber} Inserts the booking order reference number.
Booking Summary (Email Only) {$BookingSummary} Inserts the booking order summary. (Will only work in emails to the Purchaser)
Feedback Link (Feedback Email Only) {$FeedbackLink} Inserts a link to a page that captures feedback from the customer. (Will only work in emails to the Purchaser)
Flight Link (Email Only) {$FlightLink} Inserts a link to the customer's arrival and departure airports using Sky Scanner. (Will only work in emails to the Purchaser)
Activity Name {$BookedActivity} Inserts the activty booked (only works with participants and when participant only has one bookingitem)
Activity Start Date {$BookedActivityStartDate} Inserts the activty start date (only works with participants and when participant only has one bookingitem)
Activity End Date {$BookedActivityFinishDate} Inserts the activty finish date (only works with participants and when participant only has one bookingitem)
Activity Start Time {$BookedActivityStartTime} Inserts the activty start time (only works with participants and when participant only has one bookingitem)
Activity End Time {$BookedActivityFinishTime} Inserts the activty start time (only works with participants and when participant only has one bookingitem)
Activity Location {$BookedActivityLocation} Inserts the Location of an Activity. Note: For multiple locations, only the first location is used.
Staff Member {$StaffField(Staff Role, FirstName)} Inserts the staff member associated with the activity's schedule.
Custom Text {$CustomText} Inserts the Custom Email Text from activity (which gives overview of what is needed in preparation for the activity e.g. arrive 30 minutes before etc.)

 

If you wish for your participant details to show in the booking summary and therefore be included on the confirmation email please ensure you have checked the box 'Show in Summary' on the items in the participant template

Merge Conditions

If you enter a merge condition as shown below and it is valid for a particular booking, the content within the if statements will be displayed.

Note: You can place merge fields within if statements, but you cannot place if statements within other if statements (nesting).

Merge Condition

Description

[[IfActivityBooked]] 

YOUR CONTENT {$MergeField}

[[EndIf]]

This merge condition can be inserted into an email message and will only display if an activity has been booked.

[[IfParticipantInformationNotComplete]] 

YOUR CONTENT {$MergeField}

[[EndIf]]

This merge condition can be inserted into an email message and will only display the content if the participant information is not complete.
[[IfVoucherPurchased]]YOUR CONTENT[[ENDIF]] This merge condition can be inserted into an email message and will only display the content if a voucher was purchased. It could be used for instructions on how to redeem the voucher.

 

 How to Preview your message templates

  1. Go to CONFIG>EMAIL MESSAGE
  2. Open your type of template
  3. Click the search link and select a booking
  4. Then click the PREVIEW button

 

Example Email Template for Booking Confirmation

Dear {$FirstName} {$Surname},

Thank you for placing your booking with BookingLive.

If you have any questions regarding your order, delivery details or items purchased, please contact us us directly via www.bookinglive.co.uk

{$BookingSummary}

{$CustomText}

 

What to do next?

Do you need to attach PDFs to bookings? There are 3 options:

  1. Attach a PDF to all emails. (CONFIG > COMPANY INFO)
  2. Attach a PDF to a location. (CONFIG > LOCATION)
  3. Attach a PDF to an Activity. (DATA > ACTIVITIES & COURSES).