What are Booxi Standard eMails?
Booxi standard emails are transactional emails sent out to clients and staff when a booking is created, modified or cancelled. These emails are easily deployed and do not require any configuration or setup.
Can Standard eMails be Customized?
Booxi’s default templates are simple, focusing on important information and CTAs. All templates have desktop, laptop and mobile views. Customizations are limited to the following elements:
Business profile picture
Business name (as configured in the Back Office) in the email title
Store location information (location, phone number)
Service information (duration, price, etc.)
Staff name in the email
Legend
① Profile picture as configured in the store's business profile.
② Service instructions, in light HTML (optional).
③ Survey URL (optional).
④ Store address and phone number (optional).
⑤ CTA as defined in the store's booking rules.
⑥ Booxi logo (optional).
⑦ Legal terms as defined in store settings.
Sender information
The sender email is no-reply@booxi.com and cannot be customized. The sender name is your store name.
Client Notifications (appointment)
This section lists all supported notifications sent to clients for bookings of type "Appointment", along with a corresponding email sample.
Status | Sample |
Appointment Confirmation Sent to the client when an appointment is approved, manually or automatically (after a delay).
Required Settings
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Appointment Requested by Client, Awaiting Staff Confirmation Sent to the client when a new appointment is booked but requires approval by a staff member.
Required Settings Notification will be sent if either condition is met:
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Appointment Requested by Staff, Awaiting Client Confirmation Sent to the client when an appointment is created by a staff member and requires the client’s approval.
Required Settings
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Appointment Changed by Client Sent whenever the client changes some element of the appointment, without requiring a confirmation from either party.
Required Settings
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Appointment Changed by Client, Awaiting Staff Confirmation Sent to the client when they change an element of an appointment which requires approval by a staff member.
Required Settings Notification will be sent if either condition is met:
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Appointment Changed by Staff Sent to the client whenever a staff member changes an element of an appointment, but client confirmation is not required. | |
Appointment Changed by Staff Requesting Client Confirmation Sent to the client whenever a staff member changes an element of an appointment, and client confirmation is required.
Required Settings
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Appointment Canceled by Client Sent when the client cancels an appointment.
Required Settings
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Appointment Canceled by Staff Sent to the client when a staff member cancels an appointment.
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Unpaid Cancellation Sent to the client when an appointment is canceled due to lack of payment. A payment module must be enabled at the store level for any payment-related notification to be sent.
Required Settings
The notification is sent if no payment is received within 15 minutes of booking. |
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Appointment Completed Sent to the client when an existing appointment was manually marked as completed by a staff member or completed automatically. The content of this message can be customized in the Back Office in a store’s booking rules.
Required Settings For this notification to be sent, the following conditions must be met:
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Appointment Reminder Sent when it is time to remind the client of their appointment. Note that the delay defined at the service level (if applicable) will supersede the delay defined at the store level.
*Note: Reminder notifications are sent per the delay defined in your store’s booking rules. | |
Appointment Additional Reminder Sent when it is time to remind the client of their appointment for a second time. The content of this email is the same as the first reminder.
Required Settings
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Appointment Recall Sent when it is time to remind the client to book a new appointment, if a recall was programmed.
Required Settings
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Pending Payment Reminder Sent to the client when a payment is pending or when a payment by email is requested from the Back Office. A payment module must be enabled at the store level for any payment-related notification to be sent.
Required Settings
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Invoice Receipt Sent to the client when a payment is processed and a Booxi receipt is provided by email.
Required Settings “Enable invoices and receipts” is enabled (see store booking rules).
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Personnel Notifications (appointment)
Here’s a list of all supported notifications sent to personnel for bookings of type "Appointment" along with a corresponding sample. Note that for personnel to receive email notifications, the following settings must be configured in the Back Office:
In “Personnel Summary” under “Booking Rules”, “Communication Preferences” must be set to “Alerts and Emails”; under “Personnel Details” an email must be assigned.
Status | Sample |
Appointment Confirmation Sent to the assigned staff member when a client or another staff member books an appointment. | |
Appointment requested by Client, awaiting Staff confirmation Sent to the assigned staff member when a new appointment is booked but requires approval.
Required Settings
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Appointment Changed by Client Sent to the assigned staff member whenever the client changes an element of an appointment without requiring confirmation from either party.
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Appointment Changed by Client Requesting Staff Confirmation Sent to the assigned staff member when the client changes an appointment, requiring confirmation from staff.
Required Settings
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Appointment Changed or Confirmed by Staff For Another Staff Sent to the assigned staff member when and only when another staff member has changed an element of an appointment.
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Appointment Approved by Client Sent to the assigned staff member when an appointment, booked by a staff member and requiring client confirmation, is approved by the client.
Required Settings
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Appointment Canceled by Client Sent to the assigned staff member when an existing appointment is canceled by the client.
Required Settings
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Appointment Canceled by Another staff member Sent to the assigned staff member when another staff member cancels an existing appointment | |
Appointment Requested by Client, Awaiting Owner’s Confirmation
Sent to a store’s owner account when an appointment is requested by the client and requires confirmation and dispatch.
Required Settings
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Client Notifications (reservation)
This section lists all supported notifications sent to clients for bookings of type "Group reservation" along with a corresponding email sample.
Status | Sample |
Reservation Confirmation Sent to the client when a reservation is confirmed. It is triggered when a client books a group event in the Booking Widget or when a staff creates a group event reservation in the Back Office. | |
Reservation Reminder Sent when it is time to remind the client of their reservation. Note that the delay defined at the service level (if applicable) will supersede any delay defined at the store level.
*Note: Reminder notifications are sent per the delay defined in a store’s booking rules.
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Reservation Additional Reminder Sent when it is time to remind the client of their reservation one more time. Note that the delay defined at the service level (if applicable) will supersede any delay defined at the store level.
*Note: Reminder notifications are sent per the delay defined in a store’s booking rules. | |
Reservation Modified by Staff Sent to the client when an attendee was added or removed from a reservation by a staff member. | |
Reservation Cancelled by Staff Sent to the client when a reservation was cancelled by a staff member. | |
Reservation Cancelled by Client Sent to the client when a reservation was cancelled by the client himself.
Required Settings
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Reservation Completed Sent to the client when reservation is completed, automatically or manually.
Required Settings
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Payment Pending Reminder Sent to the client when a payment is pending or when a payment by email is requested from the Back Office. A payment module must be enabled at the store level for any payment-related notification to be sent.
Required Settings Online payment is enabled for the selected service. Sent if one of the following conditions is met:
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Unpaid Cancellation Sent to the client when a reservation is canceled due to lack of payment. A payment module must be enabled at the store level for any payment-related notification to be sent.
Required Settings
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Wrong Email Sent when the client may have wrongfully received a communication or when the client’s email address was changed. |
Attendee Notifications (reservation)
This section lists all supported notifications sent out to attendees for bookings of type "Group reservation", along with a corresponding email sample.
Status | Sample |
Reservation Confirmation Sent to the attendees when a reservation has been confirmed. | |
Reservation Reminder Sent when it is time to remind attendees of their reservation. Delay defined at the service level will supersede any delay defined at the store level.
*Note: Reminder notifications are sent out per the delay defined in a store’s booking rules.
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Reservation Additional Reminder Sent when it is time to remind attendees of their reservation once again. Delay defined at the service level will supersede any delay defined at the store level.
*Note: Reminder notifications are sent out per the delay defined in a store’s booking rules. | |
Reservation Cancelled by Staff Sent to the attendees when a reservation has been cancelled by a staff member or when the attendee has been removed from a reservation. | |
Reservation Cancelled by Client Sent to the attendees when a reservation has been cancelled by the client. | |
Reservation Completed Sent to attendees once a reservation is complete.
Required Settings
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Personnel Notifications (reservation)
This section lists all supported notifications sent out to staff for bookings of type "Group reservation", along with a corresponding email sample.
Status | Sample |
Reservation Cancelled by Client Sent to the associated staff when a reservation is canceled by the client.
Required Settings
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Miscellaneous eMail Notifications
Status | Sample |
Client Custom Message Sent to a client when a custom message is drafted using the “Notify Client” feature in the Back Office.
Required Settings
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Daily Schedule Reminder This notification contains a daily summary of all bookings associated with a staff member. If there are no bookings, no daily schedule will be sent.
Required Settings The following conditions must be met for this notification to be sent.
*Note: No daily schedule reminders are sent out on days with no business open hours even if bookings are planned on that day. |
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Staff Invitation Sent to staff as an invitation to join Booxi.
*Note: This option can be found under a staff member's profile picture. | |
Password Reset Sent to a staff member when a request to reset a password is made from the login dialog. |
ICS File Support
Most appointment and reservation notifications include an ICS file that can be downloaded or added to a calendar. Booxi uses the standard ICS format. For more information about the ICS format, see here.
Email notifications including an ICS file may be filtered out as spam due to Google enhanced security. Once Booxi has been set as a trusted source, emails will no longer be filtered out.
Notes
Events set up for calendar invitations will be added automatically only if the recipient had previous interactions with the sender (trusted source).
First time recipients will need to confirm their booking by clicking on a confirmation link in their inbox.
Notifications are not sent between 10 PM - 6 AM (store local time). Notifications scheduled during that interval will be postponed and sent from 06:00 onwards.