Guest communication

What this feature is for

The Guest communication screen is where you manage the emails your restaurant sends around a booking: the message templates and the triggers that decide when each one goes out, such as a confirmation or a reminder before the visit.

Who can use it

Owners and Admins manage email templates and their triggers. Staff and Viewers do not edit them.

Availability and required module/permission

Guest communication requires the Booking Engine module and the email settings permission. Without it, you can read a template but cannot change or schedule it.

Prerequisites

No extra configuration is needed to start editing templates. Emails are sent for the active restaurant using its own templates and triggers.

Common tasks

Edit a template: open a template and update its subject and body.
Set a trigger: choose when a template is sent, for example on confirmation or before the visit.
Send a test: use Send test to email yourself a preview before enabling it for guests.

Buttons and statuses

Each template shows whether it is active and which event triggers it. A test send lets you check the wording and layout without affecting any guest.

Warnings and important constraints

Templates are customer-facing. Internal notes on a booking or guest are never included in these emails, so keep operational remarks in the internal notes rather than in a template.

Troubleshooting guidance

If a template does not reach guests, confirm it is active, that its trigger matches the booking event, and send a test to yourself to verify the content before relying on it.

Manage bookings

Manage bookings

Guest communication