Set reminders and automatic cancellations

Administrators have the ability to enable email and/or notification reminders, and set a different configuration for: Hourly bookings (1st column), All-day bookings (2nd column), Scheduled bookings (3rd column)


Step 1 – On the admin panel, click on Zones / Maps in the sidebar menu

Step 2 – Select a zone and click on the Modify button

Step 3 – Go to the Reminders tab

Booking Reminders

Step 4 – In the field Send Reminders, select the type of reminders (emails and/or notifications) you wish to send. You can choose between:

  • No reminder
  • Email reminders only
  • Notification reminders only
  • Both email and notification reminders

Step 5 –  In Reminder Frequency, select at which frequency you want the reminders to be sent.

  •  Hourly Bookings: sent on the same day as the booking, or  1 day before the booking
  • All-Day Bookings: sent 1 day before the booking
  • Scheduled Bookings: sent 1 day before each booking, or once a week only (every Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday)

Step 6 – Then in Reminder Time, select the exact time you want the reminder to be sent. If the option ‘Same day as the booking’ (hourly bookings), the reminder time will be calculated automatically based on the booking start time (3hrs, 2hrs, 1hr, or 30min before start time)

Auto Cancellations

Step 7 – For the next option Confirmation Required in Reminder:

  • If Yes is selected, a confirmation button will be included in the booking reminder. Failure to confirm the booking will result in the automatic cancellation of the booking.
  • If No is selected, no confirmation will be required

Step 8 – If the confirmation is required, you can choose in the next field Confirmation Required Within the timeframe within which employees must confirm their booking (2, 3, 4, 5, or 6 hours). Bookings not confirmed within this timeframe will be automatically canceled.

Booking End Reminders

Step 9 – Lastly, you can enable the option Booking End Reminder to automatically send a second reminder to the employee when their booking to coming to an end (only available for hourly bookings).

Step 10 – If the booking end reminders are enabled, you can set in the field Booking End Reminder Time the time at which the reminders are sent. The time is relative to the booking end time and will be automatically calculated (5, 10, 15, 20, or 30 before the booking end time).

Step 11 – Don’t forget to click on the  Update button