Cobot sends automatic emails to visitors at every key stage of the booking process. This guide covers each email template, when it is sent, and how to customize them.

All External Booking email templates are editable under Customize » Emails. Every template can also be deactivated by unchecking the 'Send this Email' box at the bottom of the template.

Sent to the visitor when they complete a new booking. It includes their invoice, a link to cancel their booking, and a shareable link they can send to anyone joining them on the day.

Sent when a new booking is submitted but requires your approval before it is confirmed. This email is only sent when 'Approval Required for Visitors' is activated on the resource. The visitor receives a follow-up email once you approve or decline the booking.

Sent to the visitor when you approve their booking. This email is only sent when 'Approval Required for Visitors' is activated on the resource.

Sent to the visitor when a cancellation request is made, either by the visitor or by someone they shared their booking link with.

Sent to the visitor when you or another admin cancels their booking.

Sent to the visitor after they cancel their own booking.

Sent to the visitor when you edit their booking. Note that if the change increases the price of the booking, the visitor receives this email but is not automatically charged for the difference.

Sent to the visitor 24 hours before their booking takes place.

Each template comes pre-formatted with the essential booking and visitor details. You can edit any template to add parking instructions, directions, Wi-Fi details, access codes, or anything else your visitors need before they arrive.

To edit a template, go to Customize » Emails and click on the template you want to update. Scroll down and click 'Save' when you are done. Unsaved changes are lost when you leave the page.

Templates use short-code placeholders in {{curly braces}} that pull data from Cobot automatically, such as the visitor's name or booking details. Do not delete these placeholders or that information will not appear in the email. You will see a list of available short-codes below each template.

You can format text as bold, italic, or underlined, add headings, and include hyperlinks by highlighting any text and choosing from the formatting menu that appears.

Whenever a visitor makes an External Booking they are added to your Contacts list. You can send a manual email to any visitor at any time by going to Manage » Contacts, clicking on their name, and clicking their email address on the contact card.

You can also view a full history of all messages sent to visitors under Manage » Messages.

Questions? Reach out to us at support@cobot.me.