Email Templates

Book It Fast lets you create and manage email templates that are automatically sent to guests, property owners, and administrators at key moments during the booking process. This guide explains how to set up and customise your email templates.

Where to Find Email Templates

To access your email templates, navigate to Organisation Settings > Email Templates in the sidebar of your Book It Fast admin panel.

The Email Templates list shows all your templates at a glance, including who receives each email and when it is triggered.

Creating a New Email Template

Click the New email template button in the top-right corner of the Email Templates page. You will be taken to the template editor where you can configure the following fields.

Name and Subject

• Name – An internal label to help you identify the template.
• Subject – The subject line guests see in their inbox. You can insert dynamic variables such as ###checkindate### to personalise the subject.

Email Body

The email body uses a rich text editor with formatting options including bold, italic, underline, headings, lists, links, and tables. Write your message and use the Insert Variables panel on the right to add dynamic content that is replaced with real booking data when the email is sent.

Available Variables

Click any variable button to insert it into your email body. Available variables include: Check In Date, Check In Time, Check Out Date, Check Out Time, Guest First Name, Guest Last Name, Properties Booked, Email, Phone, Post Code, Comments, Property Address, Booking Link (For Owners Only), Total Cost, Amount Owing, Payment Link, Order ID, Nights, Order Summary, and Transactions.

Status

• Published – The template is active and will be sent when triggered.
• Draft – The template is saved but will not be sent.
• Archived – The template is no longer in use.

Trigger When

Choose when the email is automatically sent:

• Manual – Only sent when you manually trigger it from a booking.
• Order Completed – Sent when a new booking is confirmed.
• Welcome Details – Sent with check-in details before the guest arrives.
• Payment Made – Sent when a payment is received.
• Bond Paid – Sent when a security bond payment is made.
• Gift Certificate Purchased – Sent when a gift certificate is bought.

Recipient Options

• Send to customer – The guest who made the booking.
• Send to owner – The property owner.
• Send to admin – The organisation administrator.

You can also add extra recipients in the Additional email addresses field.

Attachment Options

• Attach order PDF – Include a PDF copy of the order with the email.
• Attach gift certificate – Include the gift certificate file (only relevant for gift certificate emails).

Tips for Effective Email Templates

1. Personalise your emails – Use variables like Guest First Name and Property Address to make emails feel personal.
2. Keep subject lines clear – Include the property name and check-in date so guests can find the email easily.
3. Test before publishing – Save as Draft first and send a test to yourself to check formatting.
4. Use the Order Summary variable – This automatically formats booking line items.
5. Set up multiple triggers – Create separate templates for each event so guests receive the right information at the right time.

Need Help?

If you have questions about setting up your email templates, contact our support team at [email protected].