Send the booking confirmation to the client

Goal

Send the client a confirmation email for a booking, with every job, the driver details and the payment link, and have the booking marked as confirmed.

Prerequisites

• Your role can edit bookings.
• Your company email is connected and working. See the article on connecting your email if it is not.
• The booking has a client email address, and it is not canceled or marked no-show.

Steps

1. Open the booking from Bookings and select the Communications tab.
2. Find the Confirmation and changes card and its Confirmation Email section.
3. Read the Check before sending notes if they appear. They flag problems such as dates, vehicle capacity or missing company details. When a note offers the built-in version of the email in the client's language, tick it if you want that version for this send.
4. To send the standard email, select Send confirmation. It uses the standard template with every job, driver details and the payment link. A Confirmation sent message follows.
5. To change the wording first, select Generate AI draft instead. Review the draft, edit the Subject and the Message, and check the recipient address under it.
6. Select Send to client. Nothing is sent until you do.
7. If you need to send it again later, the button now reads Re-send confirmation.

Expected result

The client receives the confirmation. A booking that was pending moves to confirmed when the email goes out, and the send is recorded on the booking timeline.

Troubleshooting

• If the buttons are greyed out and the card says confirmation is unavailable, the booking is canceled or marked no-show.
• If the card shows No client email on file, add an email address to the client or the booking, then send again.
• If the send fails, check your email connection under Settings > Communications > Email accounts and try again.
• If Could not generate draft appears, try Generate AI draft again, or send the standard confirmation.
• If the booking was canceled while the email was being sent, the email still went out and the booking stays canceled. Contact the client about it.
• If Confirm Booking appears in the action bar, that button changes the booking's status. It is a separate action from sending this email.