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How to Set Up Form Email Notifications

With a direct booking website, setting up email notifications is essential. These notifications keep you and your customers informed about new bookings, cancellations, and other important updates. In this guide, we’ll walk you through how to create and customize form email notifications in WP Booking System.

Why Set Up Email Notifications?

Email notifications help automate communication between you and your guests. With properly configured emails, you can:
✅ Confirm bookings instantly
✅ Send booking details to customers
✅ Get notified of new reservations
✅ Reduce manual follow-ups

Now, let’s dive into how you can set up these notifications.

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Step 0: Turn on Email Logging

Generally you want email logging as this will save all system generated email under the customer/booking details section. If you do not want to save them, then go to Step 1.

1. Log in to your onNinth dashboard.
2. In the left menu, go to WP Booking System > Settings > Email
3. Click on the toggle ‘Enable Email Logging‘
4. Click ‘Save Settings‘

Step 1: Navigate to the Email Settings

1. Log in to your onNinth dashboard.
2. In the left menu, go to WP Booking System > Forms > Edit Form (Or create a new one)
3. Click on the Email Notifications tab.

Here, you will find settings for different email notifications.

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Step 2: Configure Email Notifications

WP Booking System provides different types of email notifications:

• New Booking Notification – Sent to the admin when a booking is placed.
• Booking Confirmation Email – Sent to the customer upon booking confirmation.
• Cancellation Notification – Notifies the admin when a customer cancels a booking.

To enable and customize an email:

1. Click on the email type you want to configure.
2. Toggle the setting to Enable the notification.
3. Customize the email subject and body using placeholders.

Common Placeholders:

You can use placeholders to personalize emails. Some useful ones include:
📌 {1:Name} – Inserts the guest’s name (This will be dependent on your form builder name field)
📌 {Order Details} – Adds order summary details
📌 {Booking Date} – Displays the reservation date
📌 {All Fields} – Adds all user and booking details

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Step 3: Customize the Email Content

Each email type allows customization. Here’s an example of a Booking Confirmation Email:

Subject: ✅ Your Booking Confirmation at {Calendar Title}

Email Body:

Hello {1:Name},  
Thank you for your booking at  {Calendar Title}!  
Here are your reservation details:  
{Order Details}  

We look forward to welcoming you. If you have any questions, feel free to contact us.  

Best regards,  
The YOUR NAME Team  

Make sure to test the email by making a test booking! ( Use pay-by-check or pay-by-venmo for an easy test.)

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Step 4: Set Up Admin Notifications

To receive booking notifications as an admin:

1. Go to WP Booking System > Forms > Edit Form.
2. Click on the Email Notifications tab and click ‘Add New Notification Email’
3. Locate New Booking Notification.
4. Enter your admin email address.
5. Customize the email content.

This ensures you’re notified every time a guest makes a reservation.

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Step 5: Test Your Emails

After setting up email notifications, test them:
✔️ Make a test booking.
✔️ Check if the confirmation email is sent.
✔️ Ensure the admin receives a notification.
✔️ Verify email formatting and placeholders.

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Final Thoughts

Setting up email notifications enhances communication and improves the booking experience. By following these steps, you can automate email confirmations, reduce manual work, and ensure guests receive timely updates.

Now, go ahead and optimize your booking emails! 🚀

Got questions? Drop them in the comments or send us an email! 👇

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