> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-refund-reserve-1778070886.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.
# Notifications and emails
> Understand the emails and SMS messages Sailia sends to your customers and how to customize them.
Sailia sends automated emails and SMS messages to keep customers and staff informed. These range from booking confirmations to membership updates and workflow-triggered messages.
## Automatic emails
These emails are sent by Sailia without any setup required:
| Email | When it's sent |
| ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Booking confirmation** | Immediately after a successful online booking or POS sale with an email address. Includes a PDF receipt attachment. |
| **Guest receipt** | When a guest (no account) enters their email on the payment success page. Sends the booking confirmation and PDF receipt to the provided address. See [guest receipts](/activities/online-bookings#guest-receipts). |
| **Refund notification** | When a [refund](/payments/stripe#refunds) is processed for a booking |
| **Gift card delivery** | When a customer purchases a [gift card](/pricing/gift-cards) — sent to the buyer or recipient |
| **Waitlist notification** | When a spot opens up on a [waitlisted](/activities/waitlists) session — includes a direct booking link |
| **Membership renewal** | When a [membership](/pricing/memberships) payment is processed or fails |
| **Waiver request** | When a customer has outstanding [waivers](/customers/waivers) to complete — includes an authenticated link to fill them in |
## Passwordless booking links
Workflow emails for group bookings and instalment plans include a **manage booking** link that opens the customer's booking directly — no login required.
Each link includes a secure, time-limited token scoped to that specific booking or instalment plan. When a customer clicks the link from their email, they go straight to the booking view without needing to enter their account credentials.
| Email | Link merge field |
| ------------------------------------------------------------------------------------- | ------------------------ |
| **Group booking** ([trigger](/integrations/workflow-triggers#group-booking-triggers)) | `manage_booking_details` |
| **Instalment plan** ([trigger](/integrations/workflow-triggers#instalment-triggers)) | `open_in_sailia_link` |
Tokens are valid for 12 hours from when the email is sent and only grant access to the specific booking or instalment plan referenced in the link. Customers still need to sign in to access other parts of their account.
Customers without an account can still use these links to view their booking. This is helpful for guest checkouts where the recipient does not yet have a Sailia login.
## Custom workflows
For messages beyond the built-in set, use [automated workflows](/integrations/workflows). Workflows let you send custom emails or SMS messages triggered by events across bookings, memberships, instalments, and more.
Common examples include:
* **Pre-activity reminders** — send a reminder 24 or 48 hours before the session
* **Post-activity follow-ups** — send a thank-you email with a link to rebook
* **Waiver reminders** — remind customers to complete their [waiver](/customers/waivers) before the activity
* **Group booking prompts** — prompt organisers to fill in participant details
* **Instalment reminders** — notify customers when a payment is due
* **Membership lifecycle** — send welcome emails, renewal notices, or cancellation confirmations
Workflows support merge fields to personalize content with the customer's name, activity details, booking information, and your [business details](/integrations/workflows#business-merge-fields). See the [full list of available triggers](/integrations/workflows#available-triggers) for all events you can use.
## Monitoring email volume
Sailia tracks automated emails through [meter usage tracking](/api-reference/meter-tracking#built-in-meters):
| Meter | What it tracks |
| --------------------- | ----------------------------------------------------- |
| `workflow-email-sent` | Emails sent by [workflows](/integrations/workflows) |
| `waitlist-notified` | [Waitlist](/activities/waitlists) notification emails |
Use the meter usage API to monitor email volume and ensure your workflows are performing as expected.
## Resending confirmation emails
You can resend a booking confirmation email to any email address from the order receipt. This works for all completed orders, including those linked to customer accounts and guest checkouts.
To resend a confirmation:
1. Open the order receipt from the [bookings dashboard](/activities/managing-bookings).
2. Scroll to the **Emails sent to this account** section.
3. Click **Send confirmation email**.
4. Enter the recipient's email address.
5. Click **Send**.
This is useful when:
* A customer did not receive the original email
* You need to forward the booking details to a different email address
* You made changes to the booking and want to send an updated confirmation
The resent email uses the same booking confirmation template with the current booking details and PDF receipt. If the booking has been modified since the original confirmation, the email reflects the latest information.
## Related guides
Set up custom email and SMS workflows with 30+ available triggers.
View and manage bookings, including resending confirmations.