Scheduled Emails
Scheduled emails are sent once per day before dawn (Eastern Australian Time).
Scheduled emails relate to bookings. Scheduled emails are not sent to admin, only guests, exception is automatic cancellation of a booking, goes to both.
In most cases the number of days specified can be zero or blank, which turns off the email altogether.
Types of scheduled emails:
| When sent | Site Config | Purpose |
| before REVIEW DATE | REVIEW_DATE BOOKING_REVIEW | If REVIEW_DATE is turned on, and BOOKING_REVIEW_DAYS is not zero, an email is sent to a TENTATIVE booking this many days before a booking’s review date. |
| after booking made, if TENTATIVE | BOOKING_LAPSE | Payment is overdue. Email is sent on the daily batch which is BOOKING_LAPSE days after first invoice. To be precise, if this config item is set to N days, the reminder email will go out between 24*N and 24*(N+1) hours after the most recent invoice for the booking. |
| Cancel TENTATIVE bookings automatically | AUTO_CANCEL CLIENT_CANCELLED ADMIN_CANCELLED | CANCELLATION email is sent if a booking is automatically cancelled. N.B. to get 1 day between this email and the previous email above, the number of days must differ by 2. See also Automatic Cancellation. Note the email templates are also used when a booking is cancelled manually. |
| Payment reminder | LATEST_PAY_PERIOD | Reminder to pay for TENTATIVE bookings and CONFIRMED bookings marked “deposit only paid” sent LATEST_PAY_PERIOD days before the booking starts. |
| Before booking starts | REMINDER REMINDER2 (two different emails, at different days advance) | Reminder of booking starting soon. Typically include door code. |
| After the end of a booking | AFTER_BOOKING_FINISH | Two emails, one is for members, the other for non-members. If you don’t take non-member bookings the latter is ignored. |
To find the email template and subject using the Site Config, go to admin menu ► Site Config and enter the name(s) given above into the Variable Name filter, one at a time. To edit the body of the email, edit the _HTML config item, the TEXT version will update automatically. The subject can contain the same tokens as the email template, but the list of tokens is only shown when you edit the HTML (body of the email).