Email reminder about bookings

Use AutomateWoo with WooCommerce Bookings to remind customers about an upcoming booking. This example starts when a booking changes to Paid, then schedules an email for one day before the booking begins.

Prerequisites

↑ Back to top

• WooCommerce Bookings
• AutomateWoo

Create the workflow

↑ Back to top

1. Go to AutomateWoo > Workflows, then select Add New Workflow.
2. Enter a title that describes the reminder.
3. Set Trigger to Booking Status Changed.
4. Leave Status changes from set to Any.
5. Set Status changes to to Paid.
6. Select Recheck status before run. AutomateWoo will confirm that the booking is still paid before it sends the scheduled reminder.

Limit the workflow to specific products

↑ Back to top

This step is optional. Add a rule when the reminder should only apply to specific bookable products. For example, assign those products to a category, then configure Product – Categories to matches any and select that category.

Schedule the reminder

↑ Back to top

1. In the Timing panel, select Schedule with a variable.
2. Enter {{ booking.start_date | modify: '-1 day' }} in the Variable field. Change the modifier if you want to send the reminder earlier or later.
3. Keep Revalidate rules before run selected so AutomateWoo checks the rule again when the scheduled time arrives.
4. In the Options panel, select Is transactional? Booking reminders contain service information and should not depend on marketing opt-in status.

Configure the email

↑ Back to top

1. In the Actions panel, select Add Action, then choose Send Email.
2. Set To to {{ customer.email }}.
3. Add the email subject, heading, and preheader. You can use workflow variables in these fields.
4. Keep Template set to WooCommerce Default to use the store’s transactional email template.
5. Write the reminder in Email content. Insert customer, product, booking, and order variables where needed.

Example email content

↑ Back to top

Hi {{ customer.first_name }},

Your booking for {{ product.title }} is coming up.

Booking ID: {{ booking.id }}
Status: {{ booking.status | format: 'label' }}
Starts: {{ booking.start_date | format: 'custom', custom-format: 'l, F j, Y' }} at {{ booking.start_time }}
Ends: {{ booking.end_date | format: 'custom', custom-format: 'l, F j, Y' }} at {{ booking.end_time }}

We look forward to seeing you!

To include the related order number, use {{ order.number }}. Do not use the product ID as an order number.

Preview and activate the workflow

↑ Back to top

1. Set the workflow status to Disabled, then select Save.
2. Select Preview in the email action.
3. Check that the preview resolves the customer, product, booking date, and time as expected.
4. When you’re ready to use the workflow, change its status to Active and select Save.

If you use a different booking status, timing rule, or product category, test that path before activating the workflow. A booking that no longer matches the trigger or rules should not receive the reminder.