Automated Reminders Setup
Quick path: Settings → Emails → Configure confirmation → Set reminders → Save
What this helps you do
Section titled “What this helps you do”Bloowatch can automatically send emails at key moments in the booking lifecycle: right after a booking is confirmed, before a session starts, and after it ends. You set it up once in Settings > Emails, and from then on every booking triggers the right message at the right time — in the customer’s language.
Before you start
Section titled “Before you start”- You have a PRO or GOLD plan (automated emails are not available on START)
- At least one Activity Calendar exists with sessions scheduled
- You know which email types you want to activate (confirmation, reminder, follow-up)
- If you use multiple languages: you know which languages your customers need (PRO supports 2 email languages, GOLD supports up to 7 — feature F123 is coming soon for full multi-language template management)
1. Go to Settings > Emails
Section titled “1. Go to Settings > Emails”Click Settings in the left sidebar, then click Emails. This page shows all your email templates organized by type.
2. Configure the Booking Confirmation Email
Section titled “2. Configure the Booking Confirmation Email”The Booking Confirmation Email is sent automatically when a booking status changes to confirmed. Click on the confirmation email template to open the editor.
| Field | What it does | Notes |
|---|---|---|
| Subject | The email subject line | Use dynamic tags for personalization |
| Body | The email content | Rich text editor with dynamic tags |
| Dynamic tags | Toggles for auto-inserted info | Instructor name, meeting spot, session time, booking code |
Turn on the dynamic tags you want included. For example, if your customers need to know where to meet, enable the Meeting Spot tag. If you want the instructor’s name in the email, enable Instructor Name.
Watch out: If customers report “the instructor name is missing from my confirmation email,” it’s because the Instructor Name toggle is off here. This is the #1 email-related support question.
3. Set up pre-session reminders
Section titled “3. Set up pre-session reminders”Pre-session reminders are sent automatically a set number of hours before the session start time. This helps reduce no-shows and makes sure customers have all the info they need.
In the Reminders section, configure:
| Setting | What it does | Example |
|---|---|---|
| Hours before session | How far in advance the reminder is sent | 24 hours, 48 hours |
| Template | Which email template to use | Can include session time, location, what to bring |
| Active | On/off toggle | Enable per template |
Watch out: The reminder is calculated from the session start time, not the booking creation time. A booking made 2 hours before a session with a 24-hour reminder will not trigger that reminder — it’s already too late.
4. Configure post-session follow-up messages
Section titled “4. Configure post-session follow-up messages”Follow-up emails are sent after a session ends. Use them to thank customers, ask for reviews, or share photos/videos from the session.
Configure the follow-up template in the same Emails section:
| Setting | What it does | Notes |
|---|---|---|
| Hours after session | Delay after session ends | Common: 2-4 hours (same day) or 24 hours (next day) |
| Template | Follow-up email content | Thank you message, review links, next booking CTA |
| Active | On/off toggle | Enable per template |
5. Customize email templates per language
Section titled “5. Customize email templates per language”If your school serves customers in multiple languages, you can create language-specific versions of each email template. Bloowatch sends the template that matches the customer’s language preference.
Click the language tabs at the top of the email editor to switch between language versions. Each language has its own subject line and body.
| Plan | Languages supported |
|---|---|
| PRO | Up to 2 languages |
| GOLD | Up to 7 languages |
Watch out: If a customer’s language doesn’t have a template, Bloowatch sends the default language version. Make sure your default language template is complete and professional — it’s the fallback for everyone.
6. Save your changes
Section titled “6. Save your changes”Click Save to apply all your email configuration changes. The new settings take effect immediately for all future bookings.
What should happen next
Section titled “What should happen next”- Confirmation emails go out automatically whenever a booking is confirmed (via POS, eCommerce, or manual creation)
- Pre-session reminders arrive in your customers’ inboxes at the configured time before each session
- Post-session follow-ups are sent after the session ends, at the delay you set
- You can verify email delivery in the booking’s email history log (open any booking to see sent emails)
Common mistakes
Section titled “Common mistakes”| Mistake | Why it happens | Fix |
|---|---|---|
| Customers don’t receive confirmation emails | Email sending is opt-in at POS checkout — staff must check the Booking Information checkbox | Train staff to check the email boxes at POS Step 4 (Confirmation) |
| Instructor name missing from emails | The dynamic tag toggle is off | Settings > Emails > enable the Instructor Name toggle |
| Reminder sent after the session already started | Booking was made too close to session start | This is expected behavior — reminders only fire if there’s enough lead time |
| Follow-up sent for canceled bookings | Cancellation happened after the follow-up was queued | Check cancellation timing; consider shorter follow-up delays |
| Wrong language sent to customer | Customer’s language preference not set | Update the customer’s profile language in the Customers section |
If it still doesn’t work
Section titled “If it still doesn’t work”If emails aren’t being sent at all:
- Check that your plan supports automated emails (PRO or GOLD required)
- Verify the email template is Active (toggled on)
- Check the customer’s email address is valid in their profile
- Look at the booking’s email history log for error messages
- If using a custom sending domain (GOLD, F129), verify DNS records are correct
Still stuck? Contact Bloowatch support with: your school name, the booking code that didn’t trigger an email, and a screenshot of your Settings > Emails page.
