Step 1: Open your booking email settings
Log in to your Leat dashboard.
Click the Settings (gear) icon in the top-right corner.
Under Functionalities, select Bookings.
Click Add booking email to create a new automated email.
Note: This feature is available to administrators when Bookings is enabled under Settings → General → Features.
You can also ask Leat AI to help you set up a booking email.
Step 2: Choose your email type
When creating a booking email, you'll be guided through three steps: Email, Timing, and Bookings.
First, choose the type of email you'd like to send.
Reminder email
A reminder email is sent before a customer's booking to remind them of their upcoming visit.
For example, you can send an email one day before the booking with the date, time, and location.
Feedback email
A feedback email is sent after a customer's booking to thank them for visiting and ask about their experience.
For example, you can send a feedback email the day after their visit.
Both email types include a ready-made template that you can customize after creating the booking email.
Step 3: Configure when the email should be sent
Next, choose when customers should receive the email.
For reminder emails
You can choose between:
Days before: Send the reminder 1 to 365 days before the booking, at a specific time.
Hours before: Send the reminder 1 to 24 hours before the booking starts.
Example:
If a customer has a booking on Saturday at 19:00, you could schedule a reminder for:
Friday at 10:00 (1 day before).
Saturday at 16:00 (3 hours before).
For feedback emails
Choose how many days after the booking ends the email should be sent.
0 days after: Send the email on the same day the booking ends.
1 day after: Send the email the following day.
Multiple days after: Schedule the email up to 365 days after the booking.
For day-based emails, you can select a sending time between 04:00 and 23:00, in one-hour increments.
The time is based on the time zone of the booking's business profile.
An example below the timing settings shows when your email would be sent, helping you check your configuration before continuing.
Step 4: Select which bookings should receive the email
Under Bookings, choose which activities the email should apply to.
You can select:
All activities: The email applies to bookings from every activity.
A specific activity: The email only applies to bookings for the selected activity.
The email will also depend on the booking's status:
Reminder emails are only sent for confirmed bookings.
Feedback emails are not sent for cancelled, rejected, or no-show bookings.
Once you've reviewed the configuration, click Create booking email.
Step 5: Customize and activate your email
After creating the booking email, you'll be taken to its overview page.
Important: New booking emails are inactive by default. They will not be sent until you activate them.
To get started:
Click Edit design to open the email editor.
Customize the email's text, images, colors, and other content.
Send yourself a test email to check how it looks.
Return to the booking email page.
Click Activate.
Your booking email is now active!
Leat will automatically schedule emails for eligible bookings based on your settings.
Good to know: Existing bookings can also receive the email if their scheduled sending time hasn't passed yet.
For example, if you've configured a reminder to go out two days before a booking, a customer who books only one day in advance won't receive that reminder.
Step 6: Track your booking emails
You can monitor your booking emails under Settings → Bookings.
Booking emails are organized into two sections:
Before the booking: Reminder emails.
After the booking: Feedback emails.
Click any booking email to view its details.
Understanding the overview
The Overview section shows:
Sent: Emails that have already been sent.
Scheduled: Emails waiting to be sent, including the next scheduled email.
Skipped: Emails that weren't sent.
View individual sends
Under the Sends section, you can see the bookings associated with the email and when each email was or will be sent.
You can also:
Click a booking to open its details.
Click a customer's email address to open their contact profile.
Open the Skipped tab to see why an email wasn't sent.
Why might an email be skipped?
Some common reasons include:
The booking was cancelled, rejected, or marked as a no-show.
The booking wasn't confirmed.
The booking was created after the scheduled sending time.
The customer doesn't have a valid email address.
The customer has unsubscribed from booking emails.
The booking email was inactive.
The booking doesn't match the selected activity.
Leat checks the booking and contact information again when the email is due to be sent.
For example, if a customer cancels their booking after a reminder was scheduled, the reminder will be skipped.
Step 7: Edit, duplicate, or deactivate a booking email
You can manage your existing booking emails at any time.
Edit an existing booking email
Navigate to Settings → Bookings.
Open the booking email you'd like to update.
Under Settings, click Edit details.
Adjust the timing or selected activity.
To update the email content, click Edit design.
Note: A reminder email cannot be changed into a feedback email, or vice versa. You'll need to create a new booking email to switch types.
Duplicate a booking email
If you'd like to create a similar email without starting from scratch, use Duplicate from the booking email's options menu.
This creates a separate copy, including its email design.
The duplicated booking email starts inactive, so you can review and customize it before activating it.
Deactivate a booking email
Click Deactivate to stop the booking email from sending.
Any emails that are still scheduled will be skipped while the booking email is inactive.
Delete a booking email
To permanently remove a booking email:
Open the booking email.
Scroll to Danger zone.
Click Delete booking email.
Deleting a booking email also prevents any remaining scheduled emails from being sent.
Good to know
Booking emails work with bookings received through your booking integration.
Each booking receives a particular booking email only once.
New booking emails must be activated manually before they start sending.
You can create multiple reminder and feedback emails with different timings and activities.
Booking and contact eligibility are checked again at the scheduled sending time.
You can use Leat AI to help create, adjust, or understand your booking email settings.