> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-5b02008a.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Booking confirmation emails

> Build a personalised confirmation email that goes out the moment a customer books.

Sailia sends a built-in booking confirmation immediately after every successful booking. To customise it — add your branding, set the tone, and include specific instructions — build a workflow on the **Booking confirmed** trigger.

## What makes a good confirmation

A solid confirmation email:

* Confirms what they booked, when, and where
* Feels personal (uses their name)
* Looks consistent with your brand
* Tells them what's next — what to bring, when to arrive, who to contact

## Build the email

<Steps>
  <Step title="Open Communications → Workflows">
    Find the **Booking confirmed** trigger.
  </Step>

  <Step title="Choose a session group">
    Pick **All sessions** to start, or a specific [session group](/customers/session-groups) if you want different confirmations for different course types.
  </Step>

  <Step title="Create a new template">
    Click **Add communication → Create new template**. Name it clearly (e.g. *Booking confirmation*).
  </Step>

  <Step title="Write a clear subject line">
    Use merge fields to make it personal — for example, *Your booking is confirmed — {{session_name}}* or *You're all set! {{session_name}} on {{start_date}}*.
  </Step>

  <Step title="Build the body">
    See the merge field reference below and include all key details.
  </Step>

  <Step title="Set timing and recipient">
    Pick **Immediate** timing and send to the **Client email**.
  </Step>

  <Step title="Test and save">
    Use **Send test email** before going live. Check on both mobile and desktop.
  </Step>
</Steps>

## What to include in the body

1. **Friendly greeting** — use the customer's name.
2. **Confirmation statement** — make it clear the booking is locked in.
3. **Booking details** — name, date, time, location, participants.
4. **What to expect** — anything they should know in advance.
5. **Next steps** — waiver to complete, arrival time, where to park.
6. **Contact info** — how to reach you if anything changes.

## Merge field reference

These fields are filled in automatically for each booking.

### Customer

| Field            | Inserts        |
| ---------------- | -------------- |
| `{{user_name}}`  | Booker's name  |
| `{{user_email}}` | Booker's email |
| `{{user_phone}}` | Booker's phone |

### Booking

| Field                   | Inserts               |
| ----------------------- | --------------------- |
| `{{session_name}}`      | Course or hire name   |
| `{{start_date}}`        | Start date            |
| `{{start_time}}`        | Start time            |
| `{{end_date}}`          | End date              |
| `{{end_time}}`          | End time              |
| `{{participant_names}}` | All participant names |

### Location

| Field                      | Inserts        |
| -------------------------- | -------------- |
| `{{location_name}}`        | Location name  |
| `{{location_address}}`     | Full address   |
| `{{location_description}}` | Location notes |

### Links

| Field             | Inserts                                                                    |
| ----------------- | -------------------------------------------------------------------------- |
| `{{profile_url}}` | Direct link to the customer's profile                                      |
| `{{tnc}}`         | Link to your [terms and conditions](/getting-started/terms-and-conditions) |
| `{{logo_url}}`    | Your business logo                                                         |

## Tips

* Keep it scannable — headings and bullet points work better than long paragraphs on mobile.
* Always test with a real booking before going live.
* For different course types with very different content, use [session groups](/customers/session-groups) and build a template per group.
* Reuse headers, footers, and signatures via [saved blocks](/customers/email-templates#saved-blocks).

## Common mistakes

* Forgetting merge fields — the email feels generic.
* Including too much information — customers won't read it.
* Missing the date, time, or location — the most important details.
* Skipping the test step — small typos and broken merge fields slip through easily.

## Related guides

<Columns cols={2}>
  <Card title="Pre-arrival reminders" icon="clock" href="/customers/pre-arrival-reminders">
    Send a reminder 24 hours before the session starts.
  </Card>

  <Card title="Follow-up emails" icon="reply" href="/customers/follow-up-emails">
    Send a thank-you and feedback request after the session.
  </Card>
</Columns>