This page explains the automatic notifications sent by CaptainBook. Notifications are sent to your customers, or your team.
Notifications Sent to Customers
These notifications are automatically sent to people who make bookings with you.
Booking Confirmation
When it's sent: Immediately after a customer completes a booking or reservation.
What customers receive:
- Complete booking details including date, time, and number of guests
- Booking confirmation number
- QR code tickets (if applicable) attached as a PDF
- Payment information and any outstanding balance
- Guide or contact information (if assigned)
- Meeting location and important details
This is the customer's official confirmation that their booking has been received and confirmed.
Booking Cancellation
When it's sent: When a booking is cancelled.
What customers receive:
- Confirmation that their booking has been cancelled
- Details about the cancelled booking
- Information about any refunds (if applicable)
Booking Rescheduled
When it's sent: When a booking date or time is changed.
What customers receive:
- Their original booking date and time
- Their new booking date and time
- Updated QR code tickets (if applicable)
- Any notes or comments about the change
- Updated guide or contact information (if applicable)
Payment Confirmation
When it's sent: Each time a payment is received for a booking.
What customers receive:
- Confirmation that their payment was received
- Amount paid
- Payment method used
- Updated balance information
Booking Reminder
When it's sent: the day before the booking date
What customers receive:
- Reminder of their upcoming booking
- Date, time, and meeting location
- Number of guests
- Guide or contact information
- Any important preparation notes
This helps ensure customers don't miss their experience.
Action Required
When it's sent: When customers need to complete additional steps for their booking (answer questions or sign waivers and documents).
What customers receive:
- Clear instructions on what action is needed
- Link to complete required questions or forms
- Link to sign required documents
- Deadline information (if applicable)
Common actions include:
- Answering pre-booking questions
- Signing waivers or agreements
- Providing additional guest information
Document Signed Confirmation
When it's sent: Each time a customer or guest signs their required document.
What customers receive:
- Confirmation that a document has been signed
- Which document was signed
- Progress on remaining required signatures
- Link to view all documents
This helps customers track which documents still need to be completed.
Finalize Your Booking
When it's sent: When a customer has an incomplete booking (i.e a reservation) that needs attention (outstanding payment or required actions).
What customers receive:
- Reminder to complete their booking
- Link to finalize their booking
- Information about remaining balance or required actions
- Payment options
This ensures customers don't lose their reservation due to incomplete steps.
Refund Confirmation
When it's sent: When a refund has been processed for a booking.
What customers receive:
- Confirmation that their refund is being processed
- Refund amount
- Expected processing time
- Booking details for reference
Notifications Sent to Users (Your Team)
These notifications are automatically sent to your team members who have access to the workspace.
New Booking Received
When it's sent: When a new booking is created.
Who receives it: Team members with booking viewing permissions.
What users receive:
- Customer details and contact information
- Booking information (date, time, number of guests)
- Product and experience details
- Payment status and amount
- Earnings breakdown (paid, outstanding, fees)
- Direct link to view the booking
Booking Cancellation
When it's sent: When a booking is cancelled.
Who receives it: Team members with booking viewing permissions.
What users receive:
- Customer and booking details
- Cancellation information
- Link to view the cancelled booking
Booking Rescheduled
When it's sent: When a booking is rescheduled to a different date or time.
Who receives it: Team members with booking viewing permissions.
What users receive:
- Customer information
- Original booking date and time
- New booking date and time
- Any comments added during rescheduling
- Link to view the updated booking
Payment Confirmed
When it's sent: When a payment is confirmed for a booking.
Who receives it: Team members with booking viewing permissions.
What users receive:
- Customer name
- Payment amount received
- Earnings breakdown (paid, earnings, fees, tips)
- Total amount and outstanding balance
- Booking details
- Link to view the booking
Booking Reminder
When it's sent: As a reminder about upcoming bookings for the next day
Who receives it: Team members with booking viewing permissions.
What users receive:
- List of availabilities with bookings for the specified date
- Booking details for each upcoming experience
- Customer information
Booking Missed
When it's sent: When a booking is missed because your subscription is on hold.
Who receives it: Team members with booking viewing and billing permissions.
What users receive:
- Urgent notification about missed revenue
- Amount of the missed booking
- Link to billing page to resolve subscription issues
Note: This is a critical notification. If your subscription is on hold, bookings cannot be processed.
Document Signature Received
When it's sent: When a customer signs a required document.
Who receives it: Team members with document viewing permissions.
What users receive:
- Customer name and which document was signed
- Signature details and location (if applicable)
- Progress on remaining required signatures
- Booking details
- Link to view the booking and documents
Refund Sent
When it's sent: When a refund is processed for a booking.
Who receives it: Team members with refund permissions.
What users receive:
- Customer name and booking details
- Refund amount
- Transaction information
- Link to view the booking
Notification Channels
Notifications can be sent via multiple channels:
For Customers:
- Email (all customer notifications)
- SMS (available for certain notifications, depends on your subscription)
For Users:
- Email (all user notifications)
- SMS (available for certain notifications, depends on your subscription)
- Push notifications (via mobile app)
- In-app notifications (appear in the notification center)
Customization
You can customize notifications through:
- Product settings: Control which customer notifications are sent for each product
- User preferences: Team members can adjust their notification preferences
Contact support if you need help configuring notification settings.